Site Operations & Compliance Coordinator

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

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