Security Administrative Executive

Summary of Responsibilities:

The main responsibilities and tasks of this position are as listed below, but not limited to these:

• Handle requisition, inventory and stock control for stationery and supplies for department
• Process all purchase requisitions and verify invoices
• Ensure timely delivery of inventory and stationery
• Coordinate toner order and servicing of photocopier
• Activation and deactivation of access for colleagues
• Assist to request user ID for newcomers and deactivate user ID for staff who resign
• Prepare all documents required for the Security Department
• Scan and upload all operational documents into the shared folder
• Monitor and upkeep all maintenance items including renewal of contract/agreement
• Maintain and update all colleagues personnel records
• Monitor and update colleagues PHs, annual and medical leave records
• Manage Petty Cash, Casual Labor and Expense payments and records
• Process all purchase requisitions and verify invoices
• Carries out administrative duties such as filing, typing, binding, scanning etc
• Data entry and maintain proper filing system
• Procurement of equipment, office supplies and operational items
• Proficient in Material Controls Cost platform for purchase request
• Coordinate and Plan Director of Security Schedule
• Preparation of PowerPoint slides for presentation and meetings
• Prepare safety and security training materials and presentation
• Attend meeting when necessary
• Notice of meeting minutes
• CAPEX preparation, completion and submission
• Contract preparation, handling, and submission
• Manage vendors and administer contracts under Security Department’s purview and ensure contractual obligations are fulfilled and service levels are achieved eg outsourced security personnel
• Preparation of Welcome Pack and Orientation for new security colleagues
• Assist in setting up and cancelling colleagues work accounts (Staff pass, email)
• Assists with all claim related matters
• Arrange and coordinate taxis for colleagues
• Manage security colleagues ‘Grab’ codes and monthly reconciliation for submission
• Must be (PLRD) security licensed or attain (PLRD)security license within 1 year of onboarding
• Must be physically present to assist during specific major events, VIP entourage stays, busy security operations and special assignment after office hours and beyond weekdays
• Proficient in Times Soft platform to manage Security Department Timesheet
• Maintaining and updating of Department’s Time and Attendance records
• Tracking of Security leave, OT, and MC records
• Prepare and maintain safety and security training records / statistics
• Tabulate- number and sort Daily Incident Report in the Incident database
• Collate monthly statistics for incidents occurred hotel wide
• Maintain all safety and security data base when necessary
• Prepare, coordinate and disseminate to ensure all contractors have Permit-to-Work (PTW) valid worker list before allowing works to be carried out
• Maintenance of Safety Data Sheet (SDS) of safety and security equipment
• Proficient in Microsoft office, PowerPoint, Words and Excel
• Willing to learn, multitask with a can-do attitude in a fast paced environment
• Carry out any other duties as and when assigned by the Management of the Hotel and department
• Preparation and coordination to update Crisis Management Documents
• Knowledge of Security Operations
• Must be PLRD Licensed or to attain PLRD Security License within 1 year
• Ability to manage security colleagues and other stakeholders
• Familiar with T&C policies and procedures
• Familiar with Labour Laws in accordance to the Government guidelines
• Knowledge of inventory and stock control
• Experience handling projects or assignments given from time to time with a short deadline