Contract Operations Administrator

Bidvest Protea Coin; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Bidvest Protea Coin is seeking a diligent Site Administration professional to operate from the Val De Vie Estate site office, maintaining records, filing according to standards and ensuring neatness of the office. You will manage SOPs, incident reporting and weekly reports, coordinate training, liaise with clients, and support personnel administration to ensure efficient security operations.

The role focuses on documentation, compliance, and timely communication, with responsibilities including

Responsibilities

• Site Administration duties at Val De Vie Estate site office.
• Maintain accurate record keeping for Estate Protection Service operations and site functions.
• Maintain administration for Val De Vie Estate and Bidvest Protea Coin.
• Ensure all documentation is completed, updated, and filed per company standards.
• Keep the site office neat and clean.
• File and update all approved post-specific instructions every 3 months.
• Maintain an updated SOP index and renewals notification.
• Ensure all posts have approved site procedures before implementation.
• Conduct theoretical SOP evaluations every 6 months.
• Maintain SOP evaluation schedules and records.
• Report all incidents to Bidvest Protea Coin Senior Management.
• Coordinate and document investigations into incidents, accidents, and non-conformances.
• Submit Preliminary Incident Report within 12 hours; Full Incident/Operational Report within 48 hours.
• Communicate daily with Contracts Manager regarding incidents and corrective actions.
• Prepare and submit a Weekly Operational Report every Friday.
• Compile reports from daily documentation (Actuals, manpower, rosters, incident reports, etc.).
• Audit weekly actual sheets to verify manpower strength and absenteeism.
• Update weekly actuals to Easy Roster Administrator.
• Distribute rosters to sites with visibility and accuracy for Security Officers.
• Ensure uniforms and equipment issued are recorded, tracked, and controlled.
• Manage timely ordering of uniforms and equipment.
• Ensure Security Officers are properly dressed and equipment is operational.
• Maintain and update Val De Vie Estate site files, including Site files and Client/Tenant files.
• Coordinate and track monthly training requirements and maintain training registers.
• Provide training memorandums to Site Management and ensure compulsory training is documented.
• Record client concerns, provide written feedback within 24 hours, and report incidents within 24 hours.
• Conduct six-monthly site surveys and risk assessments and file correctly.
• Record and file security, safety, and service improvement recommendations.
• Maintain personnel files and conduct induction on procedures for new employees.
• Coordinate corrective action documentation for non-performance and retraining where required.
• Complete certificates of service and ensure accurate final payroll submissions.
• Maintain vehicle documentation, inspection sheets, mileage logs, and enforce vehicle policies.
• Liaise with Contracts Manager regarding duties and reporting; ensure timeous completion of documentation.

Job description

The suitable candidate’s main responsibilities and duties include, but are not limited to, the following:

Site Administration

• Perform all administrative duties from the Val De Vie Estate site office.
• Ensure accurate and timeous record keeping for all Bidvest Protea Coin Estate Protection Service operational and site functions.
• Maintain administration for both Val De Vie Estate and Bidvest Protea Coin.
• Ensure all documentation is completed, updated, and filed according to company standards.
• Maintain neatness and cleanliness of the site office and surrounding areas.

Standard Operating Procedures (SOPs)

• File and update all approved post-specific instructions every three (3) months.
• Maintain an updated SOP index and notify relevant stakeholders of renewal dates.
• Ensure all temporary and permanent posts are issued with approved site procedures prior to implementation.
• Conduct theoretical SOP evaluations every six (6) months for all Security Officers.
• Maintain SOP evaluation schedules and records.

Incident Reporting and Investigations

• Report all incidents to Bidvest Protea Coin Senior Management.
• Coordinate and document investigations into incidents, accidents, and non-conformances.
• Submit:
  • Preliminary Incident Report within 12 hours
  • Full Incident / Operational Report within 48 hours
• Communicate daily with the Contracts Manager regarding incidents, investigations, and corrective actions.

Weekly Reporting

• Compile and submit a Weekly Operational Report every Friday to the Contracts Manager.
• Reports must be compiled from accurately maintained daily documentation, including:
  • Actuals and manpower reports
  • Disciplinary records
  • Rosters
  • Incident reports
  • Uniform and equipment registers
  • Technical issues
  • Client and tenant concerns
  • Site visits and inspections
  • Training records
  • Outstanding matters
  • Hours worked
  • Loan forms for uniforms and equipment

Communication and Email Management

• Use email as a formal method of confirmation and record keeping.
• Ensure all emails are followed up and concluded.
• Responsibility for all matters remains with the sender until fully resolved.

Actual Sheets and Rosters

• Audit weekly actual sheets to verify manpower strength, absenteeism, and over/under postings.
• Update weekly actuals to the Easy Roster Administrator.
• Compile and distribute rosters to all relevant sites, ensuring visibility and accuracy for Security Officers.

Uniforms and Equipment

• Ensure all uniforms and equipment issued are recorded, tracked, and controlled.
• Manage timeous ordering of uniforms and equipment.
• Ensure all Security Officers are correctly dressed and equipment remains operational.

File Management

• Maintain and update the following files at the Val De Vie Estate site office:

Client and Tenant Files

• Physical address
• Full contact details
• Emergency contact numbers

Site Files

• Site rosters
• Equipment registers
• Site-specific job descriptions
• Emergency contact lists
• Patrol route maps
• Posting audits
• Adhoc service records

Training Administration

• Coordinate and track monthly training requirements.
• Issue training memorandums to Site Management.
• Maintain training registers and records.
• Ensure compulsory training is documented, including:
  • Site-specific procedures
  • Customer orientation
  • Patrol routes
  • Emergency procedures
  • Incident reporting
  • Reporting for duty
• Evaluate training outcomes in conjunction with the Contracts Manager

Client Liaison

• Maintain professional liaison with clients and residents from the Val De Vie Estate site office.
• Ensure client concerns are recorded, tracked, and resolved.
• Provide written feedback to clients within 24 hours.
• Ensure all incidents are reported and follow-up reports issued within 24 hours.
• Ensure site surveys and risk assessments are conducted every six (6) months and filed correctly.
• Record and file all recommendations relating to security, safety, and service improvement.

Personnel Administration

• Maintain personnel files in line with company standards.
• Conduct induction on company and site procedures for all new employees.
• Coordinate counseling and corrective action documentation for non-performance.
• Manage retraining documentation where required.
• Complete certificates of service and ensure accurate final payroll submissions.

Vehicles and Equipment Administration

• Ensure all vehicle and equipment documentation is accurately maintained.
• Maintain vehicle inspection sheets, mileage logs, and visit records.
• Enforce company vehicle policies:
  • No smoking in vehicles
  • Speeding fines recovered from responsible drivers
  • Damage costs recovered from responsible persons
• Ensure all radios and operational equipment are serviceable and recorded.

Contractual and Operational Compliance

• Liaise continuously with the Contracts Manager regarding duties and reporting.
• Ensure all contractual and operational documentation is completed timeously.
• Acknowledge that responsibilities may be amended, withdrawn, or expanded as operational requirements change.