Operations Administrator

Documentation and Monitoring

Daily

1. Update attendance records based on biometric records in clients’ databases
2. Scanning and compiling of Night Patrol Officer (NPO) reports on their respective project folders
3. Updating the NPO visit summary
4. Keep track and reminders on meeting schedule for the next working day
5. Collate and record the dates of the officers’ vaccination certificates for proper monitoring

Weekly

1. Manpower tracking for operations to keep track of shortfall
2. Sending out NPO reports to clients
3. Update of supporting, relief, and ad hoc officers listing accordingly to the Line Manager in charge and share this file to respective departments

Monthly

1. Monthly Safety Walk & Talk (SWAT) & ToolBox Talk (TBT) coordination and submission
2. Fixed assets tracking for Operations
3. Track, consolidate, and upload client’s minutes of meetings into individual site project folder
4. Coordinate and prepare sites’ documents to be archived or stored for ongoing and ended contracts
5. Prepare biometric attendance reports for submission to clients
6. Zero wages (finance document) coordination with operations in charge to identify officers that are no longer being deployed
7. To follow up and update the tracker on the above 60-year-old medical checkups aggressively

Billing

1. Monthly billing preparation to be sent to the client for approval before sending invoice
2. Assist with any other billing requirements that need information from Operations

General Administrative Work

1. Recording any Minutes of the Meeting (MOM) chaired by the Head of Operations
2. Raise iTop tickets for all Operations-issued IT equipment
3. Preparation and update of organization chart, site contact list, incident flowchart, etc
4. Preparation of purchase orders for operations and recruitment for all items required on-site
5. Assist officers (if needed) with online license renewal, keep track and monitor monthly licence expired list which is provided by HR
6. Assist to key in leaves in the HR system if needed (E-leaves will remain the default procedure in applying leaves)
7. Bi-weekly Operations meeting coordination
8. Keeping track of inventory and ordering supplies
9. Assist in recovery equipment or beyond economical repair (End of assignment contract)
10. File all correspondences between departments, sites, and clients
11. Perform any other duties assigned by:

a. G4S Dy Head Operations

b. G4S Head Operations