12 months Administrator: Regional Security Services Vacancy

Job description

Responsible for providing administrative, operational, and coordination support to the Regional Security and/ or Business Protection Services, ensuring the smooth functioning of all physical security operations, contractor oversight, investigations, compliance monitoring, and security documentation across the designated region.

Acts as the central point for data collection, access control coordination, reporting, and administrative governance for the efficient running of the regional office.

Requirements Administrative Support to Regional Security and/or Protection Services Coordinate daily calendars, site visit logistics, stakeholder engagements, and reporting schedules.

Prepare meeting packs, take minutes, track action items, and follow up on deliverables.

Handle confidential correspondence, investigation records, and personnel clearance documentation.

Security Operations Coordination Assist in monitoring service provider performance, shift schedules, incident reports, and patrol registers.

Consolidate and file site-specific security documentation, including SOPs, risk assessments, and emergency plans.

Capture site visits and audit findings in central logs and assist with follow-up tracking.

Access Control and Credential Management Process access requests for staff, contractors, and visitors in coordination with central security and regional HR.

Maintain a regional register of access cards issued, deactivated, and lost/ stolen.

Track and report on access control violations or policy breaches.

Incident and Investigation Tracking Log and update incident reports, investigation files, and case progress as directed.

Compile summaries and dashboards of incident trends and risks for regional reporting.

Liaise with site managers or investigators for evidence submission and closure of open incidents.

Generate periodic reports and metrics to support KPI tracking, compliance audits, and operational insights.

Compliance and Audit Preparation Maintain version-controlled copies of regional security policies, SOPs, permits, and clearance certificates.

Assist with compiling and submitting audit packs during internal or regulatory reviews.

Monitor regional compliance checklists and escalate non-conformances for resolution.

Financial and Procurement Administration Assist in processing invoices, contractor claims, and site consumables requests in alignment with regional budgets.

Maintain a record of monthly spends and support budget tracking and reporting for the regional consultant.

Coordinate procurement documentation for minor works, equipment, and service provider requisitions.

Stakeholder Liaison and Communication Serve as a central liaison for administrative coordination between various security operations, Legal, HR, Risk, and SAPS.

Manage internal communications related to appointment scheduling, access control permissions, or follow-ups on open matters.

Core Competencies Functional Knowledge Incident & Threat Analysis; Experience in analyzing incident data, access logs, and audit trails to identify risks and trends; Exposure to Security Environment and understanding of; Incident reporting tools (e.g., Online Intelligence), capturing and updating of investigation registers, update SAPS case records and cases at the courts; Exposure to Financials, costing and spending and understanding of procurement processes; Maintaining dashboards and compile incident/ statistics reports Functional Skills Proficiency in Microsoft Excel, PowerPoint, SharePoint, Power BI (or similar reporting tools); Attention to detail, analytical mindset, and structured approach to documentation; Knowledge of physical security technologies and control room systems (preferred); Interpersonal and communication skills for engaging stakeholders across levels.

Competencies (Behaviour) Decisive; Conscientious; Initiative; Assertive; Integrity; Proactive; Customer Focus; Team Player; Performance driven; Values Aligned with company Values Education NQF 4: Grade 12 Additional InformationQualifications and experience: National Certificate or Diploma in Office Administration, Security Management, Public Management, or Business Administration is advantageous.

2-3 years experience in administration, preferably in a Security, Facilities Management or operational environment.

Experience working with contractors, handling incident records, and coordinating compliance processes.

Special Requirements: Exposure to Security Environment (If Applicable) and understanding of; Incident reporting tools (e.g.,Online Intelligence), capturing and updating of investigation registers, update SAPS case records and cases at the courts.

Exposure to Financials, costing and procurement processes.

Exposure to pressurized corporate environment, telecom infrastructure or utility environments.

1-3 years
Access control and verification Greet and assist all visitors, employees, and contractors in a professional and courteous manner.

Verify identification, issue visitor badges/cards, and maintain accurate visitor logs.

Enforce access control policies, including Anti-Passback rules and National Key Point compliance requirements.

Monitor entry/ exit points to prevent unauthorised access.

Conduct basic bag or equipment inspections where authorised.

Use electronic access systems and CCTV to monitor lobby activities.

Visitor & Contractor Management Contact hosts to confirm appointments before granting access.

Ensure all visitors and contractors are escorted or directed to their destination.

Incident Reporting Report suspicious activities, security breaches, or safety hazards to the Security Consultant or Control Room immediately.

Maintain accurate incident and access records for audits.

Customer Service & Communication Provide information and directions to authorised visitors and employees.

Handle

Required Skill Profession

Installation Maintenance And Repair