S&S Technology Admin Assistant

Department
Security & Surveillance Technology

Employee Type
Probationary

Job Responsibilities

• R esponsible for providing efficient, effective and professional secretarial and administrative support to the Security and Surveillance Technology department. Coordinates with stakeholders, process documents until completion, executes organized filling, and other clerical/project activities.

• Perform the secretarial and administrative needs of the Department

• Prepare, type, format, proofread documentation and display initiative when preparing correspondence, agendas, minutes and other administrative work.

• Coordinate with HR Comp and Benefits regarding scheduling, and processing of Rosters & Leave requests.
• Maintain accurate Employee Records in the Staff Database of common contacts, internal and external customers and regularly utilized information.
• Attend meetings for the purpose of recording minutes when required.
• Book conference rooms, presentation equipment and refreshment requirements.
• Administer a user-friendly filing system for both electronic and paper-based files.
• Prepare and distribute internal Memorandums & information briefs.
• Organize, maintain and update Staff Notice boards
• Maintain Staff Break Room, equipment & stocks.
• Maintain stationary stocks for the Department.

• Oversee clean and organized work environment.

• Assist with the Rolling-On & Settling in of S&S Technology Staff

• Assist & coordinate interview and recruitment processes of S&S Technology personnel.

• Prepare the correct documentation & processes for the application of working visas.
• Assist staff with finding appropriate real estate companies for accommodation.
• Handles documentation, locker assignments, and 201 file management (training certificates, leave forms, and employee records).
• Help with any translating or communications necessary in order to ensure a smooth and efficient settling in for expatriates and their families.

• Provide general administrative assistance to Surveillance operations, including scheduling, correspondence, and inter-department coordination.

• Coordination Responsibilities

• Act as point of contact between S&S Technology and support departments (Security, IT, HR, Finance, Engineering).

• Coordinate logistics and admin support for trainings, drills, and department projects.
• Support cross-unit communication to align schedules, requests, and resource allocation.
• Provide regular updates to the S&S Technology Director regarding admin and logistics status.

• Assist in ensuring smooth execution of department initiatives by bridging admin and operation's needs.

• Confidentiality & Policy

• Safeguard all confidential information whilst exercising due care to prevent its improper disclosure/use.

• Comply with all company policies, rules, regulations, procedures and department ethics; and to perform all duties in accordance with the highest professional standards at all times.

• Champion S&S Technology CORE Values - Vigilance, Integrity, Confidentiality, Accountability, Teamwork and Professionalism.

• To perform other duties as required by the Director, S&S Technology.

Qualifications

• No work experience required.
• Strong organizational skills and attention to detail.
• English language skills (written and spoken) essential.
• Ability to handle confidential information.
• Computer literate with working knowledge of MS Office applications (Word, Excel, PowerPoint, Outlook).
• Tertiary Level Graduate is preferred.
• Proficient in Computer including Microsoft Office products and electronic mail.
• Electronic and paper-based filing systems.
• Proficient in using AI and presentation based application.
• Secretarial and administrative processes e.g. Formulation of correspondence, stationery orders.
• Knowledge of services and organizational structure is preferred.
• Excellent communication skills (verbal and written).
• Typing efficiency of 60 words per minute or greater.
• Ability to build rapport with Management.
• Time management skills with the ability to co-ordinate multiple tasks within tight deadlines.
• Ability to maintain confidentially and action sensitive issues with discretion.
• Shorthand skills are highly desirable.
• Excellent grooming, hygiene and presentation.
• Assertive without being aggressive.
• High Level of integrity.
• Enthusiastic and self-motivated.
• Organized and good attention to details.
• Cooperative; Approachable; Team Player.
• Reliable and efficient.

Experience Range Range (Years)
1 - 2 years

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