Thư Ký Bộ Phận An Ninh

JOB SUMMARY

• Responsible for managing administrative operations, including attendance tracking, security service documentation review, access control card issuance and management, and office supplies procurement.
• You will work closely with internal departments and security service providers to ensure accurate records, efficient administrative processes, and compliance with company policies and procedures.
• KEY RESPONSIBILITIES AND AUTHORITIES

1. Attendance and Administrative Management

• Monitor and maintain attendance records for Security personnel, ensuring accurate and timely attendance reporting.
• Consolidate attendance data, overtime records, and shift schedules for review and reporting.
• Review, verify, and prepare supporting documents for security service payment, including attendance summaries, overtime records, service reports, and other contractual documentation.
• Maintain attendance and payment records to support service performance monitoring, invoice verification, and internal audits.
• Maintain and update Security Department administrative records, documents, and databases.

2. Security Service Documentation Management

• Review and verify documentation submitted by security service providers, including attendance records, staffing documents, training records, and other contractual documents.
• Monitor the completeness and validity of supporting documents to ensure compliance with contractual requirements and company procedures.
• Coordinate with security service providers to resolve documentation discrepancies and follow up on corrective actions when necessary.

3. Access Control Card Management

• Manage the issuance, collection, replacement, and deactivation of access control cards in accordance with established procedures.
• Maintain accurate access card records and track card allocation, return, and status changes.
• Coordinate with relevant departments to process access card requests and ensure timely updates when employees join, transfer, or leave the company.

4. Office Supplies and Procurement

• Manage office supplies and stationery inventory for the Security Department.
• Prepare and submit purchase requests in accordance with departmental needs, procurement procedures, and approved budgets.
• 5. Reporting and Cross-functional Coordination
• Prepare periodic administrative reports and maintain organized records for internal review and audit purposes.
• Coordinate with HR, Finance, Procurement, IT, and security service providers on relevant administrative matters.
• Support the Security team in other administrative tasks and departmental activities as assigned by the line manager.

• REQUIREMENTS
• Education
• Bachelor’s degree in Business Administration, Human Resources, Accounting, or a related field (or equivalent practical experience).
• Experience
• 2–3 years of experience in administrative support, attendance management, document control, or a similar role.
• Experience in security service administration or vendor payment documentation is an advantage.
• Knowledge
• Prior experience in a manufacturing, industrial, warehousing, or supply chain environment is preferred.
• Familiarity with outsourced security service operations and contract administration is an advantage.
• Functional Skills
• Ability to work effectively with internal departments, security service providers, and other stakeholders to ensure accurate documentation and timely completion of administrative tasks.
• Other Abilities
• High level of integrity, confidentiality, and accuracy.
• Working Location : Tan Phu Trung IZ - Cu Chi. Shuttle bus from HCM, Binh Duong and Dong Nai