Contract Operations Administrator

The suitable candidates main responsibilities and duties include, but are not limited to, the following:

Site Administration

• Perform all administrative duties from the Val De Vie Estate site office.
• Ensure accurate and timeous record keeping for all Bidvest Protea Coin Estate Protection Service operational and site functions.
• Maintain administration for both Val De Vie Estate and Bidvest Protea Coin.
• Ensure all documentation is completed, updated, and filed according to company standards.
• Maintain neatness and cleanliness of the site office and surrounding areas.

Standard Operating Procedures (SOPs)

• File and update all approved post-specific instructions every three (3) months.
• Maintain an updated SOP index and notify relevant stakeholders of renewal dates.
• Ensure all temporary and permanent posts are issued with approved site procedures prior to implementation.
• Conduct theoretical SOP evaluations every six (6) months for all Security Officers.
• Maintain SOP evaluation schedules and records.

Incident Reporting and Investigations

• Report all incidents to Bidvest Protea Coin Senior Management.
• Coordinate and document investigations into incidents, accidents, and non-conformances.
• Submit:
  • Preliminary Incident Report within 12 hours
  • Full Incident / Operational Report within 48 hours
• Communicate daily with the Contracts Manager regarding incidents, investigations, and corrective actions.

Weekly Reporting

• Compile and submit a Weekly Operational Report every Friday to the Contracts Manager.
• Reports must be compiled from accurately maintained daily documentation, including:
  • Actuals and manpower reports
  • Disciplinary records
  • Rosters
  • Incident reports
  • Uniform and equipment registers
  • Technical issues
  • Client and tenant concerns
  • Site visits and inspections
  • Training records
  • Outstanding matters
  • Hours worked
  • Loan forms for uniforms and equipment

Communication and Email Management

• Use email as a formal method of confirmation and record keeping.
• Ensure all emails are followed up and concluded.
• Responsibility for all matters remains with the sender until fully resolved.

Actual Sheets and Rosters

• Audit weekly actual sheets to verify manpower strength, absenteeism, and over/under postings.
• Update weekly actuals to the Easy Roster Administrator.
• Compile and distribute rosters to all relevant sites, ensuring visibility and accuracy for Security Officers.

Uniforms and Equipment

• Ensure all uniforms and equipment issued are recorded, tracked, and controlled.
• Manage timeous ordering of uniforms and equipment.
• Ensure all Security Officers are correctly dressed and equipment remains operational.

File Management

• Maintain and update the following files at the Val De Vie Estate site office:

Client and Tenant Files

• Physical address
• Full contact details
• Emergency contact numbers

Site Files

• Site rosters
• Equipment registers
• Site-specific job descriptions
• Emergency contact lists
• Patrol route maps
• Posting audits
• Adhoc service records

Training Administration

• Coordinate and track monthly training requirements.
• Issue training memorandums to Site Management.
• Maintain training registers and records.
• Ensure compulsory training is documented, including:
  • Site-specific procedures
  • Customer orientation
  • Patrol routes
  • Emergency procedures
  • Incident reporting
  • Reporting for duty
• Evaluate training outcomes in conjunction with the Contracts Manager

Client Liaison

• Maintain professional liaison with clients and residents from the Val De Vie Estate site office.
• Ensure client concerns are recorded, tracked, and resolved.
• Provide written feedback to clients within 24 hours.
• Ensure all incidents are reported and follow-up reports issued within 24 hours.
• Ensure site surveys and risk assessments are conducted every six (6) months and filed correctly.
• Record and file all recommendations relating to security, safety, and service improvement.

Personnel Administration

• Maintain personnel files in line with company standards.
• Conduct induction on company and site procedures for all new employees.
• Coordinate counselling and corrective action documentation for non-performance.
• Manage retraining documentation where required.
• Complete certificates of service and ensure accurate final payroll submissions.

Vehicles and Equipment Administration

• Ensure all vehicle and equipment documentation is accurately maintained.
• Maintain vehicle inspection sheets, mileage logs, and visit records.
• Enforce company vehicle policies:
  • No smoking in vehicles
  • Speeding fines recovered from responsible drivers
  • Damage costs recovered from responsible persons
• Ensure all radios and operational equipment are serviceable and recorded.

Contractual and Operational Compliance

• Liaise continuously with the Contracts Manager regarding duties and reporting.
• Ensure all contractual and operational documentation is completed timeously.
• Acknowledge that responsibilities may be amended, withdrawn, or expanded as operational requirements change.