Security Badging Administrator
Location: Toronto, ON
Employment Type: Full-Time
Reports To: Security Manager
Pay Rate: $27.00 per hour, with annual incremental increases based on tenure, performance, and completion of applicable courses
Schedule: Monday to Friday, 7:00 a.m. – 3:30 p.m., including a 30-minute unpaid lunch
Work Arrangement: On-site; this is an in-office position with no remote hours
Schedule Flexibility: Flexibility to adjust working hours, when required, is an essential requirement of the position.
Position Summary
We are seeking a highly organized, detail-oriented, and dependable Security Badging Administrator to join our Security Department in a fast-paced environment.
Reporting to the Security Manager, the Security Badging Administrator is responsible for the day-to-day administration of employee, contractor, visitor, and other non-employee access credentials. This position plays an important role in maintaining the integrity and accuracy of the site's access control and security systems while providing professional customer service to employees, contractors, visitors, and internal departments.
The successful candidate will be responsible for processing and issuing ID badges, parking passes, access requests, and day passes; maintaining access control records and databases; administering access permissions; managing the KeyWatcher key management system; conducting required system audits and access reviews; maintaining security documentation; and supporting Security Department projects and initiatives.
The position requires a high level of accuracy, confidentiality, organization, and attention to detail, as the successful candidate will routinely work with sensitive employee, access, security, and operational information.
Key Responsibilities
Badging & Access Administration
- Process and issue ID badges for new employees, contractors, temporary personnel, visitors, replacements, and other authorized individuals.
- Create and distribute ID badges for new hires, replacement badges, special events, VIP guests, and other approved requirements.
- Create, print, issue, and maintain SPL Day Pass badges as required.
- Routinely conduct quality checks of SPL Day Pass badges and replace badges when necessary.
- Process Access Request.
- Respond to employees, contractors, managers, and other authorized personnel regarding the status of access requests.
- Add, modify, update, and remove access in the Access control system in accordance with established procedures.
- Inspect access levels and cardholders for irregularities, duplicate access, or other discrepancies and consult with the Badging Manager regarding required adjustments.
- Process and maintain all required paperwork, ensuring appropriate authorization has been obtained in advance.
- Issue and maintain parking passes and process associated documentation.
- Maintain accurate records of all badges, access requests, authorization documentation, and related transactions.
Healthcare / Regulated Site Requirements
Due to the regulated nature of the healthcare environment, proof of vaccination is required for client access, including:
- Diphtheria
- Pertussis
- Tetanus
- Influenza
- Covid (two vaccinations)
Additional vaccinations may be required in the future in accordance with client requirements or public health guidelines.
KeyWatcher & Key Management
Administer the site's electronic key management system, including:
- Adding authorized users and access permissions.
- Removing or deleting user access.
- Programming users into the KeyWatcher system.
- Adding and programming physical keys.
- Removing or deleting keys from the system.
- Maintaining accurate key assignments and user records.
- Running KeyWatcher reports as required.
- Reviewing key access and identifying discrepancies or irregularities.
- Supporting audits of key assignments and access.
- Assisting with troubleshooting and escalating system issues when required.
Access Permission Reviews
Conduct scheduled access permission reviews in accordance with established site procedures:
- Generate and distribute GxP access reports to Area Owners or Authorized Delegates for review as per schedule.
- Coordinate quarterly access reviews for server rooms in accordance with site procedures.
- Track completion of access reviews and follow up on outstanding reviews.
- Remove or modify access as directed by the appropriate Area Owner or Authorized Delegate.
- Provide final reports verifying completed access changes.
- Complete and close the Access Card Permissions Review process and maintain all associated documentation.
- Maintain an audit trail of access changes and supporting approvals.
Departmental & Administrative Support
- Provide administrative support to the Security Manager and Security Department to ensure efficient day-to-day operations.
- Respond professionally to internal and external inquiries.
- Collaborate with Human Resources, Operations, Facilities, IT, and other departments to support Security-related activities.
- Assist with badging, access control, security system, and other departmental projects as required.
- Support special events, VIP visits, and other activities requiring temporary or special access credentials.
- Assist with the development, implementation, and maintenance of Security Department processes and administrative controls.
- Perform other related duties as assigned.
Qualifications & Experience
- Minimum of two (2) years of progressive administrative experience, preferably in a Security, Facilities, Operations, or similar environment.
- Previous security badging/access administration experience is required.
- Valid Security Guard License and Standard CPR.
- Previous experience working within a Security Department is considered an asset.
- Experience administering an access control or badging system is required.
- Experience with electronic key management systems, such as KeyWatcher, is considered an asset.
- Experience with mass notification systems, CCTV systems, alarm monitoring systems, or other security technology is considered an asset.
- Advanced proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
- Strong verbal and written communication skills.
- Ability to interact professionally with employees, contractors, visitors, management, and external service providers.
- Excellent organizational and time-management skills.
- Strong attention to detail and a high degree of accuracy.
- Ability to prioritize multiple tasks, manage changing priorities, and consistently meet deadlines.
- Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.
- Strong problem-solving and troubleshooting skills.
- Ability to work independently with minimal supervision while contributing effectively within a collaborative team environment.
- Ability and willingness to learn and administer multiple security systems and technologies.
- Ability to work on-site Monday through Friday and adjust working hours when operational requirements dictate.
What You'll Bring
You are an organized, dependable, and detail-oriented professional who takes pride in maintaining accurate records and following established processes. You enjoy working with data, documentation, technology, and people, and you understand the importance of accuracy when managing security credentials and access permissions.
You are comfortable working in a fast-paced environment where priorities can change throughout the day. You take ownership of your responsibilities, protect confidential information, communicate professionally, and understand that even small errors in access administration can have significant security implications.
You are also comfortable learning and working with security technology, troubleshooting basic system issues, conducting audits, and escalating concerns appropriately. Most importantly, you understand that the Security Badging Administrator plays an important role in protecting the facility, its employees, contractors, visitors, assets, and information.
Core Competencies
- Attention to Detail
- Organization & Time Management
- Confidentiality & Discretion
- Customer Service
- Problem Solving
- Communication
- Technical Aptitude
- Accountability
- Teamwork & Collaboration
- Ability to Follow Established Procedures
- Ability to Manage Multiple Priorities
- Security Awareness
Physical & Work Environment
- This is a fully on-site position.
- Regular computer and database use is required.
- The position requires interaction with employees, contractors, visitors, and Security personnel throughout the workday.
- The position may require occasional movement throughout the facility to support badging, access control, key management, security system audits, or other Security Department activities.
- Flexibility to adjust working hours based on operational and business requirements is required.