Administrative Officer - Security Department

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.

Administrative Support, Document Control, Accuracy, Coordination, confidentiality, integrity, Attendance management, Supply Chain, Manufacturing environment, Warehousing, security service administration, vendor payment documentation, industrial environment

Working Location: Tan Phu Trung IZ - Cu Chi. Shuttle bus from HCM, Binh Duong and Dong Nai

- Full salary for Social Insurance.

- PIV Insurance

- 13 month of salary

- Yearly promotion/increase salary.

- Shuttle bus and lunch provided.

Working Location: Tan Phu Trung IZ - Cu Chi. Shuttle bus from HCM, Binh Duong and Dong Nai

- Full salary for Social Insurance.

- PIV Insurance

- 13 month of salary

- Yearly promotion/increase salary.

- Shuttle bus and lunch provided.