The Administrator monitors the day-to-day administration and plans the monthly schedule of the field operations in regards to the manning of security guards for the smooth running of the operations.
Principal Accountabilities
- Ensure compliance with governance rules such as SOX, Health & Safety and Brinks policies
- Follow-up and execution of duty roster planning for security guards, taking into consideration the following parameters: Type of contracts, Contractual agreement & requirements, Potentials and characteristics of the personnel, Working schedules,Sites coverage, Distance from site of work to residence, Fair working days distribution (public holidays / week ends), Compliance with legal requirements such as hours of work, leaves entitlements, benefits, internal procedures regulating overtime, etc.
- Ascertaining that every staff schedule are on duty at their respective sites
- Ensure posting of guards at every assignments as per contractual requirement while respecting geographical region, resource pool and client priority list.
- Arrange for replacements according to replacing rules (annexed) and weekly hours worked upon confirmation from Area or Duty Leader.
- Ensure all anomalies observed are escalated to the management
- In case of emergencies inform the duty leader and take appropriate actions (sick employee, injury, fire on site)
- Prepare a relocation plan along with field leader for any new or cancellation of service.
- Communicate clear and concise details, security personnel of new assignments, reposting, transfer, license, (…)
- Inform management in writing upon identification of any discrepancy (attendance, travelling, overtime, …)
- Confirm with Area Leader and liaise with Head of Sales Administration for missing contractual slot in the system
- Contact Learning & Development Officer for missing employee on system.
- Ensure proper and accurate communication to HR team in cases of long absences, breach of contract, long sick, etc.
- Liaise with IT department in case of application downtime and report to Management
- Receive and file documents received in accordance to the filing process of the department.
- Identify and report list of talent pool to Head of Planning
- Conduct Roll Call on night shift for sensitive sites and armed sentry. A report should be submitted to the management on a daily basis.
- Work in accordance to the criteria established to achieve the targets and uphold the department’s KPIs. 2
- Answer incoming calls, direct callers to the appropriate person or department, take telephone numbers and connect outgoing calls.
- Record attendance of security personnel in the system.
- Record any changes in planned attendance in the system.
- Record attendance of outsourced dog handlers & dogs in service. Same is to be submitted to the management on a daily basis.
- Ensure accuracy in daily attendance capture. Only ascertained employees shall be entered in the system.
- Amend the initial planning (duty roster) according to attendance ascertaining. The amendment should be updated in the system.
- Insert all approved local leaves in the system on a timely manner and communicate to the employee. All documents received shall be dispatched to the payroll team on a daily basis.
- Inform the payroll team of any time-in or time-out communicated from field.
- Ensure optimisation of transport/travelling.
- Optimise additional transport in accordance to replacing rules/ zone.
- Ensure all additional transport request is logged through SYP.
- Conduct attendance ascertaining in contract van.
- Record in daily state book any anomaly regarding transportation and report to management.
- Generate the appropriate reports used as administration tool (duty roster, casualty report, warn sheet, schedule of duty, double shift, shortage report, …)
- Send shortage report every 24 hours to the management.
- Send unassigned report with justifications to concerned parties
- Document and report all anomalies observed.
- Update overtime tracker following approval of duty leader. Same should be sent to the management on a daily basis.
- Ensure that all occurrences are duly inserted in the daily state book. (accident, theft, complaint, sick report, resumption, …)
- Ensure that proper entries are recorded in the diary book in a timely manner.
Knowledge & Experience:
- Minimum HSC or SC with relevant experiences
- 3 years experience in logistics management or people planning.
- 2 years experience in the security industry
- Computer Literate – Intermediate user of Microsoft Office Tools
- Physically fit
- Holder of a Security Licence & Badge
- Holder of a Valid Certificate of Character
- May be required to hold a Firearm Licence
- High sense of ethics and integrity
Competencies
- High sense of ethics and integrity
- High attention to detail, analytical for decision making
- Collaborative work style
- Excellent customer service
- Good communication Skills (Written and Oral)
- Security awareness/ security minded
- Ability to work in 24/7 shift system
- Leadership Skills
