Documentation and Monitoring
Daily
- Update attendance records based on biometric records in clients’ databases
- Scanning and compiling of Night Patrol Officer (NPO) reports on their respective project folders
- Updating the NPO visit summary
- Keep track and reminders on meeting schedule for the next working day
- Collate and record the dates of the officers’ vaccination certificates for proper monitoring
Weekly
- Manpower tracking for operations to keep track of shortfall
- Sending out NPO reports to clients
- Update of supporting, relief, and ad hoc officers listing accordingly to the Line Manager in charge and share this file to respective departments
Monthly
- Monthly Safety Walk & Talk (SWAT) & ToolBox Talk (TBT) coordination and submission
- Fixed assets tracking for Operations
- Track, consolidate, and upload client’s minutes of meetings into individual site project folder
- Coordinate and prepare sites’ documents to be archived or stored for ongoing and ended contracts
- Prepare biometric attendance reports for submission to clients
- Zero wages (finance document) coordination with operations in charge to identify officers that are no longer being deployed
- To follow up and update the tracker on the above 60-year-old medical checkups aggressively
Billing
- Monthly billing preparation to be sent to the client for approval before sending invoice
- Assist with any other billing requirements that need information from Operations
General Administrative Work
- Recording any Minutes of the Meeting (MOM) chaired by the Head of Operations
- Raise iTop tickets for all Operations-issued IT equipment
- Preparation and update of organization chart, site contact list, incident flowchart, etc
- Preparation of purchase orders for operations and recruitment for all items required on-site
- Assist officers (if needed) with online license renewal, keep track and monitor monthly licence expired list which is provided by HR
- Assist to key in leaves in the HR system if needed (E-leaves will remain the default procedure in applying leaves)
- Bi-weekly Operations meeting coordination
- Keeping track of inventory and ordering supplies
- Assist in recovery equipment or beyond economical repair (End of assignment contract)
- File all correspondences between departments, sites, and clients
- Perform any other duties assigned by:
a. G4S Dy Head Operations
b. G4S Head Operations
