Operations Admin Executive - #1113247

THE JOB:

The Operations Admin Executive reports directly to the Branch Manager and is responsible for managing the daily administrative functions of the Operations team. This role requires a commitment to preparing and executing essential tasks and responsibilities to ensure that business and operational functions are carried out effectively.

JOB RESPONSIBILITIES:

Operational Support:

• Data entry of personnel planning and schedules into the ERP systems.

• Encode the leave applications in the ERP system and monitor attendance.

• Coordinate with the Operations Executives and Operations Managers to schedule and register training courses for the guarding and embedded personnel.

• Process and verify expenses claims for the guarding and embedded personnel.

• Procure non-IT equipment and uniforms necessary for operations, including managing the non-IT equipment and uniforms inventory for guarding personnel. Submit the inventory report at the end of every month to the Finance team.

• Participate in ISO and SACE audits, including Securitas internal audits.

• Prepare purchase orders and purchase requisitions related to procurement, as well as payment vouchers for invoices.

• Create summaries and supporting materials to facilitate effective communication within the department.

Contract Management

• Monitor contract expiration and renewal periods, and update branch managers accordingly.

• Maintain and file Master Service Agreement (MSA) and Statements of Work (SOW) in both hard and digital copies.

• Assist in preparing ad-hoc quotations and cost estimates for new and existing contracts.

• Monitor and coordinate preventive maintenance schedules for clients.

• Ensure all critical customer information is filed in the contract database.

Reports

• Generate and monitor daily reports on shortfalls and surpluses.

• Monthly reporting to the Finance team.

• Keep track of personnel license expirations and coordinate with Operations Managers on the renewals, including refresher training and pass renewals.

• Verification of the delivery orders and invoices for purchased items.

• Assist with calendar management and meeting arrangements within the department.

• Perform any other duties as assigned from time to time.
  

JOB REQUIREMENTS:

• Diploma in Administration or its equivalent with at least 2 years of related experience.

• Strong organizational skills and high attention to detail.

• Effective time management to deliver report timelines and meet expectations.

• Experience working in a fast-paced, detail-oriented workplace.

• Ability to communicate clearly and concisely, both verbally and in writing.

• Ability to handle confidential information.

• A team player and able to multitask.

• Intermediate proficiency in Microsoft Excel and Microsoft PowerPoint.

• Passionate about learning and enjoys contributing to improving processes.

If you are keen to join our team and possess the above prerequisites, please submit your detailed resume, stating your current and expected salary.

Thank you for applying.

To learn more about us, please visit our website at www.securitas-singapore.com.

We regret that only shortlisted candidates will be notified.