Security Secretary - (Pre-opening) Waldorf Astoria Kuala Lumpur
Exceptional Hospitality Starts with You
Picture yourself brightening someone’s day. When you join our Hotels team, that’s exactly what you’ll do every time you come to work! You will be responsible for overseeing the daily operations of the hotel’s security team, leading and managing a team of security officers, ensuring they perform their duties effectively, maintain security standards, and respond to emergencies. As a Security Secretary, and facilities – you’re spreading the light and warmth of hospitality by delivering memorable experiences that make the stay for every guest.
Key Responsibilities / Main Duties
The Secretary – Safety & Security provides essential administrative and operational support to the Safety & Security department at Waldorf Astoria Kuala Lumpur. This role serves as the administrative backbone of the department, ensuring smooth day-to-day operations through efficient documentation management, communication coordination and compliance record-keeping.
Comply with the Hilton team members handbook, hotel policies and procedures.
The Management reserves the right to make changes to this job description at its sole discretion and without advance notice.
Administrative Support
Manage and maintain departmental records, files, and documentation including incident reports, investigation files and compliance logs.
Coordinate schedules, meetings and appointments for the Director of Safety & Security and other security personnel.
Prepare, draft, and proofread correspondence, reports, memos and official communications on behalf of the department.
Handle incoming and outgoing correspondence in a timely and confidential manner.
Documentation & Record-Keeping
Maintain accurate logs of security incidents, contractors access records, visitor management registers and key control documentation.
Ensure all records are filed, archived and retrievable in accordance with organizational and regulatory standards.
Assist in the preparation of audit reports, compliance documentation and regulatory submissions as required.
Communication & Coordination
Act as the primary of contact between the Safety & Security department and internal and external stakeholders.
Act as the Safety & Health Coordinator (OSH-C) for the Safety & Health Committee (SHC).
Liaise with contractors, government agencies, law enforcement bodies, and vendors as directed by the department head.
Distribute security-related notices, alerts and updates to relevant departments in a timely manner.
Operational Support
Assist in coordinating safety & security drills, training sessions and safety committee meetings.
Support procurement processes including raising purchase orders and tracking departmental expenditures.
Monitor and replenish administrative supplies and equipment for the department.
Compliance & Confidentiality
Handle all sensitive information with the highest level of discretion, professionalism and confidentiality.
Support the department’s adherence to internal policies, Waldorf Astoria brand standards and applicable local statutory requirements.
Assist in tracking staff certifications, license renewals and mandatory training compliance records.
At Hilton, our core values define what it takes to succeed here and guide the qualities we look for in every team member:
A passion for spreading the light and warmth of Hospitality. Acting with Integrity and always doing the right thing. Inspiring others through Leadership. A belief that Teamwork drives the best outcomes. A sense of Ownership and accountability. And a focus on the Now, bringing urgency and discipline to every moment, knowing it can make a lasting impact.
In addition, this role requires the following minimum qualifications:
- Proven experience in a security supervisory or leadership role, preferably in hospitality
- Strong leadership and team management skills
- In-depth knowledge of security operations and emergency protocols
- Ability to remain calm and effective under pressure
- Excellent communication and collaboration skills
- Proficiency in English; additional languages are a plus
- Certifications in First Aid, CPR, and security operations preferred
- Flexibility to work nights, weekends, and holidays