Operations Admin Executive

Securitas Guarding Services (Singapore) Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

Une entreprise de sécurité de premier plan à Singapour recherche un Operations Admin Executive. Le candidat sera responsable de la gestion des opérations administratives, de l'encodage des données dans les systèmes ERP et de la coordination des formations. Avec un environnement au rythme rapide, ce rôle exige une organisation rigoureuse, une gestion efficace du temps et une communication claire. Les candidats doivent avoir un diplôme en administration et une expérience pertinente.

Qualifications

• Diplôme en Administration ou équivalent avec au moins 2 ans d'expérience.
• Compétences organisationnelles fortes et attention élevée aux détails.
• Capacité à communiquer clairement et à traiter des informations confidentielles.

Responsibilities

• Gérer les opérations administratives quotidiennes et entrer des données dans les systèmes ERP.
• Surveiller les expirations de contrats et gérer les inventaires.
• Générer et suivre les rapports quotidiens sur les écarts.

Skills

Organizational skills

Time management

Communication

Multitasking

Attention to detail

Education

Diploma in Administration or equivalent

Tools

Microsoft Excel

Microsoft Powerpoint

Job description

THE JOB:

The Operations Admin Executive reports directly to the Branch Manager and is responsible for managing the daily administrative operations. 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's planning and schedules into the ERP systems and monitor attendance.

• Encode the leave applications in the ERP system.

• Coordinate with the Operations Executive/Manager or Site Managers to schedule and register training courses for their respective personnel.

• Prepare payment vouchers for invoices.

• Process and verify claims for the guarding personnel.

• Manage inventory for non-IT equipment and uniforms.

• Procure non-IT equipment and uniforms necessary for operations.

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.

• Monitor and coordinate preventive maintenance schedules for clients.

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

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

• Assist in the preparation of cost estimates for new and existing contracts.

Reports

• Generate and monitor daily reports on shortfall and surpluses.

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

• 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.