Admin Assistant

Paris Baguette Singapore; North East; On-site; GBP 40,000 - 60,000; Full time

Job description

SINGAPORE SECURITY FORCE PTE LTD is hiring a Full time Admin Assistant role in Toa Payoh, Singapore. Apply now to be part of our team.

Job summary:

• Looking for candidates available to work:
  • Monday: Morning, Afternoon, Evening
  • Tuesday: Morning, Afternoon, Evening
  • Wednesday: Morning, Afternoon, Evening
  • Thursday: Morning, Afternoon, Evening
  • Friday: Morning, Afternoon, Evening
• More than 4 years of relevant work experience required for this role
• Expected salary: $2,500 - $3,000 per month

Responsibilities:

1. Administrative Support:
   • Document Management: Organize and maintain security-related documents such as incident reports, security logs, and compliance records. Ensure records are up to date and properly filed for easy retrieval.
   • Data Entry: Input data related to security operations into databases or management systems, such as staff schedules, patrol logs, or access control information.
   • Correspondence: Handle communication with internal teams, security personnel, clients, or vendors via email, phone, or in person. This may include scheduling meetings, following up on tasks, or preparing reports.
2. Scheduling and Coordination:
   • Shift Scheduling: Assist in preparing and managing the security staff’s shift schedules to ensure that all security posts are adequately covered at all times.
   • Meeting Coordination: Schedule meetings or briefings for the security team, prepare agendas, and take notes during meetings.
   • Visitor Management: Coordinate and track visitor logs, ensuring that security procedures are followed for visitor access to premises, including issuing visitor badges or passes.
3. Security Systems Assistance:
   • Access Control: Assist in managing access control systems, which may include issuing and tracking security badges, verifying personnel access, or monitoring security entry systems.
   • Alarm and Surveillance Systems Support: Help with the administration of alarm systems, surveillance equipment, and reporting any issues with the equipment to the relevant department for repairs or maintenance.
4. Incident Reporting and Follow-Up:
   • Incident Documentation: Assist security officers in documenting incidents or accidents, including maintaining accurate records and reporting incidents to higher management.
   • Follow-Up Tasks: Ensure that follow-up actions on incidents are tracked and completed, such as reporting to authorities, handling insurance claims, or ensuring corrective actions are taken.
5. Compliance and Reporting:
   • Regulatory Compliance: Assist in ensuring that security procedures comply with relevant laws, regulations, and industry standards, including workplace safety, data protection, and privacy regulations.
   • Reporting: Prepare and assist in the generation of reports related to security incidents, compliance audits, or staff performance, often for internal or regulatory purposes.
6. Inventory and Equipment Management:
   • Security Equipment Inventory: Help track and manage the inventory of security-related equipment, such as radios, uniforms, keys, or surveillance cameras.
   • Equipment Maintenance: Assist in ensuring that security equipment is functioning properly, and that necessary maintenance or repairs are promptly scheduled.
7. Support to Security Personnel:
   • Assisting Security Officers: Provide general administrative support to security staff, which may include processing timecards, managing their schedules, or assisting with other paperwork related to their duties.
   • Training Administration: Help with scheduling and organizing training sessions for security personnel, ensuring they are up to date with required certifications or skills.
8. Customer and Client Interaction:
   • Client Communication: Communicate with clients to relay security updates, address inquiries, or provide feedback on security services.
   • Visitor Assistance: Assist visitors and employees with security-related concerns, such as providing guidance on building access or parking procedures.
9. Confidentiality and Data Protection:
   • Handling Sensitive Information: As security information is often sensitive, the Security Admin Assistant must handle confidential data with care and in accordance with organizational policies.
   • Privacy Compliance: Ensure that security-related data (such as personnel information, incident reports, and visitor logs) is kept confidential and complies with privacy laws.
10. General Office Support:
    • Office Supplies and Equipment: Help manage office supplies and ensure that the security department has the necessary resources to perform its functions.
    • Communication Tools: Ensure that communication tools like phones, radios, or emails are working and available to security personnel as needed.
11. Support in Emergency Situations:
    • Emergency Procedures: Assist with implementing emergency procedures and ensuring security personnel follow established protocols during incidents, such as fires, evacuations, or security breaches.
12. Recruitment and Staffing:
    • Hiring Security Personnel: Identify, screen, and hire security officers, supervisors, and other security-related staff. This often involves background checks and assessing qualifications like certifications, training, and experience.
    • Job Descriptions & Advertisements: Create accurate job descriptions and post openings through various channels, such as job boards, security industry associations, or specialized recruitment firms.
    • Onboarding: Ensure new hires are properly onboarded with all necessary training and documentation.

Skills and Qualifications Often Required:

• Organization and Multitasking: The ability to manage multiple administrative tasks simultaneously while maintaining accuracy and attention to detail.
• Communication Skills: Strong verbal and written communication skills for interacting with security staff, management, clients, and visitors.
• Basic Knowledge of Security Systems: Familiarity with security protocols, alarms, surveillance equipment, and access control systems can be beneficial.
• Confidentiality: Ability to maintain confidentiality when handling sensitive information.
• Proficiency in Office Software: Knowledge of Microsoft Office Suite or other office software for administrative tasks like report writing, scheduling, and data entry.