Administrator / Manned Security Admin Officer

Purpose : The Administrator monitors the day-to-day administration and plans the monthly schedule of the field operations in regards to the manning of security guards for the smooth running of the operations. The position requires working on shift systems

• Ensure compliance with governance rules such as SOX, Health & Safety and Brinks policies
• Follow-up and execution of duty roster planning for security guards, taking into consideration the following parameters: Type of contracts, Contractual agreement & requirements, Potentials and characteristics of the personnel, Working schedules,Sites coverage, Distance from site of work to residence, Fair working days distribution (public holidays / week ends), Compliance with legal requirements such as hours of work, leaves entitlements, benefits, internal procedures regulating overtime, etc.
• Ascertaining that every staff schedule are on duty at their respective sites
• Ensure posting of guards at every assignments as per contractual requirement while respecting geographical region, resource pool and client priority list.
• Arrange for replacements according to replacing rules (annexed) and weekly hours worked upon confirmation from Area or Duty Leader.
• Ensure all anomalies observed are escalated to the management
• In case of emergencies inform the duty leader and take appropriate actions (sick employee, injury, fire on site)
• Prepare a relocation plan along with field leader for any new or cancellation of service.
• Communicate clear and concise details, security personnel of new assignments, reposting, transfer, license, (…)
• Inform management in writing upon identification of any discrepancy (attendance, travelling, overtime, …)
• Confirm with Area Leader and liaise with Head of Sales Administration for missing contractual slot in the system
• Contact Learning & Development Officer for missing employee on system.
• Ensure proper and accurate communication to HR team in cases of long absences, breach of contract, long sick, etc.
• Liaise with IT department in case of application downtime and report to Management
• Receive and file documents received in accordance to the filing process of the department.
• Identify and report list of talent pool to Head of Planning
• Conduct Roll Call on night shift for sensitive sites and armed sentry. A report should be submitted to the management on a daily basis.
• Work in accordance to the criteria established to achieve the targets and uphold the department’s KPIs. 
• Answer incoming calls, direct callers to the appropriate person or department, take telephone numbers and connect outgoing calls.
• Record attendance of security personnel in the system.
• Record any changes in planned attendance in the system.
• Record attendance of outsourced dog handlers & dogs in service. Same is to be submitted to the management on a daily basis.
• Ensure accuracy in daily attendance capture. Only ascertained employees shall be entered in the system.
• Amend the initial planning (duty roster) according to attendance ascertaining. The amendment should be updated in the system.
• Insert all approved local leaves in the system on a timely manner and communicate to the employee. All documents received shall be dispatched to the payroll team on a daily basis.
• Inform the payroll team of any time-in or time-out communicated from field.
• Ensure optimisation of transport/travelling.
• Optimise additional transport in accordance to replacing rules/ zone.
• Ensure all additional transport request is logged through SYP.
• Conduct attendance ascertaining in contract van.
• Record in daily state book any anomaly regarding transportation and report to management.
• Generate the appropriate reports used as administration tool (duty roster, casualty report, warn sheet, schedule of duty, double shift, shortage report, …)
• Send shortage report every 24 hours to the management.
• Send unassigned report with justifications to concerned parties
• Document and report all anomalies observed.
• Update overtime tracker following approval of duty leader. Same should be sent to the management on a daily basis. 
• Ensure that all occurrences are duly inserted in the daily state book. (accident, theft, complaint, sick report, resumption, …)
• Ensure that proper entries are recorded in the diary book in a timely manner.