Administrative Assistant

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:

KEY ACCOUNTABILITY 1: OPERATIONAL

• Provides daily operational assistance to the whole team
• Monitors the compliances and reports submitted by the Security Agencies
• Coordinates with the Security Agencies & Property Managers regarding security and admin concerns/requirements

• Familiarization on security operational plans and execution

• Maintains professional and technical knowledge; reviews security programs & publications; establishing networks by attending available trainings/workshops related to Security & Safety
• Provides the NTP, NOA, NOR to Security Agencies and BUs.
• Assist in maintaining security protocols and procedures for the organization.
• Assist in managing and tracking access of visitors ID pass.
• Respond to security-related incidents and provide administrative support during investigations.
• Support emergency response efforts and safety drills.
• Monitor security systems, including surveillance cameras and alarms, and report any issues to the relevant department or external contractor. 

KEY ACCOUNTABILITY 2: ADMINISTRATIVE

• Receives and files pertinent security documents
• Prepares and disseminates department communications
• Extends assistance and coordination in Business Meetings
• Process and monitors Security Service Contracts
• Prepares the entire security departments requests, such Reimbursement, OB trip/travel request, office supplies, PRs, etc.
• Checks, process and monitors Security Billings
• Monitors the DOLE WOR and apply wage adjustments. 
• Support the development and implementation of security training programs for staff.
• Maintains workflow by studying methods related to security processes
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control and budgetary and personnel requirements; implementing changes
• Leads/Assists in organizing Security and Safety Activities/Assembly; Represents the department during company events
• Assists the Bidding Committee during the supplier election/evaluation and awarding of bidders
• Consolidates and assists in preparing the G&A budget
• Maintains a good rapport and working relationship with employees in the Business Units and all other Departments.

TECHNICAL COMPETENCIES AND SKILLS:

• Proficiency in MS Word, MS Excel & MS outlook, IFCA, SAP, EPROC, SAPHIRE.
• Excellent time management skills.
• Strong organizational skills with the ability to multi-task.

EDUCATION, TRAININGS, LICENSES REQUIRED:

• College Graduate.
• Preferably lives nearby South Metro Manila.
• Amenable to conduct on-site visits if assigned.
• Strong communication and presentation skills.