Security Operations Admin Assistant

NUSTAR Resort


Date: 3 days ago
City: Cebu City
Contract type: Full time
Department

Security Operations

Employee Type

Probationary

Job Responsibilities

  • Organize and run the office on a day-to-day basis to ensure that the Director, Security, and his reports receive all necessary information to successfully manage the operation.
  • Maintain confidentiality and security of essential files and information.
  • Coordinate the Director, Security’s daily schedule and meetings; follow up deadlines, and the distribution of significant information and documentation.
  • Prioritize urgency and use initiative and discretionary judgement when coordinating operational requirements in the absence of the Director, Security.
  • Uphold a good rapport and working relationship with staff in the Business Unit and all other departments.
  • Maintain professional and technical knowledge by attending educational workshops & trainings; establishing personal networks; participating in professional societies .
  • Report and coordinate with Admin & Logistics Coordinator, Security; Manager, Security Training, Development & Customer Service; Senior Manager, Security & Surveillance and to the Director, Security regarding Security Department’s office administration and logistics management updates .
  • Ensure the maintenance of all statistical information for the department by checking all logs and recording the information from the logs in the appropriate work file.
  • Ensure 201 Filing Management is always updated and complete .
  • Ensure the regular and efficient operation of the department by providing the Director, Security and his reports with necessary information to meet their requirements and effectively manage their operations.
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies .
  • Analyze and provide all information and statistics required for reports and presentations.
  • Compose and type all correspondence and reports in a timely fashion by prioritizing work schedules and managing deadlines and commitments.
  • Set up and prepare financial spread sheets as required.
  • Assist Director, Security with the financial preparation of the Monthly reports.
  • Maintain all financial information for the department and coordinate monthly figures as required.
  • Manage petty cash and assure all supportive documentation is provided.
  • Enforce correct invoice procedures are followed by the department to ensure accurate records.
  • Ensure that information may be easily located as required by maintaining all manual and electronic files.
  • Secure hard copies and soft copies of important documents
  • Assist the Director, Security by organizing visitors, participating in meetings, and taking minutes.
  • Record and file minutes of OHS Meetings and assist department OHS Chairman with all matters concerning OHS.
  • S upport Security Department by performing tasks related to organization and strong communication.
  • Contributes team effort by accomplishing related results as needed .

Qualifications

  • Relevant experience in high level Secretarial or Administrative role .
  • Experience in Administrative and Secretarial duties .
  • Experience in the preparation of reports and minutes of meeting .
  • Tertiary level preferred .
  • Ability to maintain discretion and integrity .
  • Commitment to delivering excellent customer service .
  • Excellent communication and interpersonal skills .
  • Ability to work in a team .
  • Self-driven and motivated.
  • Proficiency with Microsoft Office and other software .
  • Proficiency in verbal and written English and Filipino is essential .
  • Attention to details & highly organized.

Experience Range Range (Years)

1 - 2 years

Job posted on

2024-07-10

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