Admin Assistant

SECURUS PTE. LTD.; Singapore; On-site; SGD 33,000 - 47,000; Full time

Job summary

SECURUS PTE. LTD. is seeking an Administrative Assistant to support security operations. The role involves interviewing locals and foreign workers, preparing contracts and personal files for various officer categories, and maintaining comprehensive attendance and leave records.

You will manage uniform orders, training records, and communications with Finance and Operations teams. The position requires meticulous record-keeping and the ability to handle multiple administrative tasks across sites.

Responsibilities

• Conduct job interviews for locals (including relief officers and events) and Malaysian work permit holders.
• Prepare contracts for Monthly-Rated, Weekly-Rated and Ad-hoc Officers.
• Issue company T-Shirts to successful candidates upon recruitment.
• Prepare Personal Files for Monthly, Weekly Rated and Ad-hoc Relief Officers.
• Maintain records of employee leaves (Annual, Medical, Unpaid, Compassionate) in Leave Record Card.
• Notify officers of Annual Leave eligibility at the start of each year.
• Record and file Annual Leave applications and Medical Certificates.
• Notify Finance Executive of leaves taken and submit medical receipts for salary reimbursement.
• Submit monthly attendance records.
• Notify officers aged 60+ to attend Annual Medical Examination.
• Prepare necessary stationery and equipment when a new contract is awarded.
• Place orders for uniforms for Security Officers and ensure 2 sets issued annually.
• Maintain monthly updated uniform inventory (sizes) for easy records.
• Prepare letters of warnings and termination letters on a case-by-case basis.
• Maintain training records (PWM compulsory courses) and enrol employees for upgrading courses.
• Prepare Letters of Confirmation after 3 months’ probation and Letters of Extension for not confirmed staff.
• Prepare Letters of Appreciation for officers for excellent performance and client compliments.
• Read emails daily and perform follow-up actions.
• Record documents for dispatch in Dispatch Book and mail them.
• Record documents for dispatch (payslips, etc.) to Operations Manager/Executive as needed.
• Place orders for refreshments for security personnel at different sites.
• Raise advertisements for security officer roles as needed.
• Maintain general cleanliness of the office.
• Perform any other duties as required

Job description

Admin Responsibilities

• Conduct job interviews for locals (inclusive for relief officers and events) and Malaysian work permit holders.
• To prepare contracts for Monthly-Rated, Weekly-Rated and Ad-hoc Officers.
• To issue the company’s T-Shirts to successful candidates upon recruitment.
• To prepare Personal Files for Monthly, Weekly Rated and Ad-hoc Relief Officers.
• To maintain proper and updated records of employees leave such as Annual Leave, Medical, Unpaid and Compassionate Leaves in the Leave Record Card.
• To notify officers of their Annual Leave eligibility at the beginning of each year.
• To record and file Annual Leave applications and Medical Certificates of employees in their individual personal files.
• To notify Finance Executive of employee’s Annual Leaves taken and to submit all medical receipts for reimbursement of medical consultation fees for the computation of the monthly salary.
• To submit the monthly attendance records
• To notify officers attaining 60 years and above to attend for the Annual Medical Examination.
• To prepare necessary stationery items and other equipment when a new contract is awarded to the contractors.
• To place order for uniforms for Security Officers from time to time and to ensure that 2 sets of Uniforms and issued to officers annually.
• To maintain proper logistic for uniform with monthly updated record of the various sizes for easy inventory purposes.
• To prepare letter of warnings and issue letter of termination to employees on a case-to-case basis.
• To maintain training records especially PWM compulsory courses and enrol employees for upgrading courses required by regulatory department or clients.
• To prepare Letter of Confirmation to officers upon their 3 month’s probationary period and also to prepare Letter of Extension for officers who are not confirmed in their appointment.
• To prepare Letters of Appreciation for officers for their excellent performance at work and upon complementation by the clients.
• To read the emails on a daily basis and perform the necessary follow-up actions.
• To record documents for dispatch in the Dispatch Book and mail it.
• To record documents for dispatch such as payslips and etc. to respective Operations Manager/Operations Executive as and when the need arises.
• To place order for refreshments for security personnel working at the different sites.
• To raise advertisement in the papers for security officers as and when the need arises
• To maintain general cleanliness of the office.
• To perform any other duties as and when required