Event Security jobs in Singapore

Dubai, UAE Posted 2 days ago Expires in 2 months Ref: JB5305592

Transguard Group was established in 2001 and has diversified significantly, we lead in the fields of Cash Services, Security Services, Manpower Services, Facilities Management & Aviation. Transguard Group is the UAE’s most trusted business support and outsourcing provider and has a large, dynamic, and culturally diverse workforce with 50,000 employees!

We are currently recruiting for an Administrator – Event Security & Executive Protection tojoin our Security Services team in our HQ, located in DAFZA, Dubai Airport Free Zone.

Scope: responsible for processing rosters, time & attendance, payroll reports, and invoicing for all events, including bars/clubs and Executive Protection missions. The role is accountable for initiating all purchase requests, purchase orders, credit notes, petty cash reimbursements, and procurement queries to the Event Security & Executive Protection teams.

The individual will also be required to actively update Salesforce with new business opportunities as needed, maintain efficient document control, and ensure all personnel files are up to date for both Event Security and Executive Protection personnel. This role requires effective communication with other teams and departments, both internal and external to the organization, so strong verbal and written communication skills are essential.

Maintaining confidentiality around sensitive information is critical in this role. The individual will report to the Senior Manager for Event Security & Executive Protection services and will perform duties as directed.

Responsibilities

• Coordinate with the Site Operations Manager and Account Manager to receive attendance data, which helps generate the WCR/T&A (Work Completion Report) for monthly invoicing, quotations, and any ad-hoc deployments for events or Executive Protection teams.
• A strong understanding of P&L is essential, as well as proficiency in Microsoft Office, especially Excel, to perform daily tasks.
• Process and invoice all directed tasks for events, bars, clubs, and Executive Protection through submitted timesheets. Invoicing for each client must be completed within the specific timeframes or directions laid out in the client's SOP files.
• Based on demand and requirements from the operations team, work alongside them to raise Purchase Requests, Purchase Orders, and Procurement Queries for major events.
• Assist with rostering, scheduling, and deployments while maintaining all relevant records for operational areas, ensuring zero shortages and preventing any financial impact for the business unit (BU).
• Reconcile expenses incurred for events and submit required documentation through internal channels and processes.

Customer

• Responsible for preparing any required client documents for deployments as requested, ensuring the successful deployment of TG staff.
• Communicate effectively within the team to raise concerns, ask questions, or offer solutions. Communication, both internally and externally, is key in a fast-paced, ad-hoc business environment.
• Generate and distribute documents requested by employees, including TG full-time and part-time staff.
• Communicate with clients regarding any discrepancies or changes in invoicing or deployment services.

Process

• Maintain updated records for all staff in this business sector, including full-time, zero-hour, and part-time staff.
• As required, process Emirates ID, Health Card records, staff uniforms, fuel card registrations, vehicle movement registrations, and license records for staff in this sector.
• Interface regularly with the SOC and TGSS management to provide event support and manage control processes for all operational areas, such as manpower for events, transport, procurement, and equipment. Strong verbal and written communication skills are key.
• Develop and maintain up-to-date personnel and client files to streamline all administrative processes.
• Collaborate with other business units, including the admin team, managers, and HODs, to implement better working practices and improvements where applicable.
• Create or modify processes to improve efficiency, streamlining tasks to reduce manual work and reporting, where possible, using basic Lean Six Sigma principles.

• Minimum of 3 years of experience as an administrator with strong financial and admin workload
• High School Diploma
• SIRA/PSCOD is beneficial if held currently or previously
• Proficient with Microsoft Office especially in Excel (advanced level), Word & Outlook
• Knowledge of Oracle and Salesforce
• Ability to communicate efficiently both verbally and electronically is key to the role