Contract Operations Administrator

SUMMARY:
A vacancy exists for a Contract Operations Administratorin the EPS Division based in the Western Cape - Val De Vie Estate
 

POSITION INFO:
The suitable candidate's 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.