Administrative Assistant in New Port Richey, Florida at Applicant Insight Inc dba aINSIGHT

aINSIGHT is a background screening, onboarding, occupational health, and compliance management company serving employers in transportation, manufacturing, construction, insurance, education, and healthcare.
We are hiring an Administrative Assistant to take ownership of a defined set of recurring business administration processes. The work is administrative in nature, but it is not clerical order-taking. You will be responsible for recurring processes with real deadlines, and we need someone who thinks — who notices when something does not add up, asks the right question before a deadline is missed, and proposes a better way when a process is not working.
What You'll Do
HR and Office Support
• Order and maintain office supplies; manage vendor relationships and reorder points
• Coordinate company events, meetings, and employee functions from planning through execution
• Provide general administrative support to the HR function as assigned
Training and Testing Administration
• Administer the annual FCRA testing cycle for all employees: assign the test, track who has and has not completed it, follow up with non-responders, and collect and file results
• Administer FWA (Fraud, Waste, and Abuse) training and testing required for our insurance clients on the same basis
• Maintain completion records and produce status and completion reports for management and client requests
Monitoring Enrollment Administration
• Enroll new employees in OIG/GSA exclusion monitoring
• Remove terminated employees from monitoring promptly upon separation
• Reconcile the monitoring roster against current employee records on a scheduled basis and resolve discrepancies
Licensing and State Filings
• Prepare and submit private investigator (PI) license applications and renewals
• Track state-by-state registration and filing requirements and their due dates
• Maintain a master calendar of renewal deadlines and escalate well ahead of expiration
• Organize and retain all licensing documentation and correspondence
General Business Administration
• Maintain organized document management and records retention in SharePoint
• Handle recurring administrative reporting and data entry
• Support ad hoc projects and process improvements as assigned
Executive Support (as requested)
• Assist with preparation for client and internal meetings, including agendas and materials
• Capture follow-up notes and track resulting action items to closure
Other administrative tasks, duties, and special projects as assigned by supervisor.
What We're Looking For
Required
• High school diploma or equivalent; associate’s degree a plus
• 2+ years of administrative or office coordination experience
• Strong critical thinking and problem-solving skills — able to work through an unfamiliar process, identify what is missing, and determine the right next step without step-by-step direction
• Demonstrated ability to manage multiple recurring deadlines without being reminded
• Strong proficiency with Microsoft Outlook, Word, and Excel
• Clear, professional written and verbal communication
• Discretion and sound judgment handling confidential employee and client information
• Reliable transportation and availability to be onsite in New Port Richey a minimum of three days per week
Preferred
• Experience with SharePoint or similar document management systems
• Experience with state filings, licensing, renewals, or other deadline-driven documentation work
• Notary commission, or willingness to obtain one
What Matters Most
Follow-through and judgment. Much of this role is owning a process end to end: knowing what is due, who has not done it, and closing the gap before the deadline — without being asked twice.
Compensation and Benefits
$19.00 – $20.00 per hour, depending on experience.
Benefits include [medical, dental, vision, PTO, holidays, 401(k) — confirm current plan details].
This role has a defined career path to business administration.

Employment is contingent upon successful completion of a background check and drug screening.
Applicant Insight, Inc. is an Equal Opportunity Employer. We make employment decisions without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.