Administrative Staff

The Admin Staff is responsible for providing administrative support to ensure efficient operation of the office. This role involves assisting in various office tasks such as documentation, scheduling, and record-keeping, while also performing general clerical duties. The Admin Staff also helps ensure the office environment is well-organized and that all administrative processes run smoothly. Ensuring that the organization complies with all applicable government regulations. This includes managing and coordinating the application, renewal, and maintenance of government registrations, accreditations, and licenses. The role also involves monitoring regulatory changes and ensuring timely submissions to maintain legal compliance.

Key Responsibilities:
1. Documentation and Record Management:
o Maintain and organize office files, including confidential documents, contracts, and employee records.
o Assist in preparing reports, memos, invoices, and other necessary documents.
o Manage both physical and digital filing systems to ensure that all documents are well-organized and easily accessible.

2. HR Support:
o Assist the HR department in processing employee records, such as leave forms, attendance tracking, payroll preparation, and day-to-day tasks.
o Help organize employee activities and welfare programs, including trainings and company events.

3. Regulatory Compliance (Government Registrations, Accreditations, and Licenses)
o Oversee and manage the filing, renewal, and maintenance of all required government registrations and licenses (e.g., business permits, tax certificates, regulatory body accreditations).
o Ensure that the organization holds valid and up-to-date business permits and licenses at all times.
o Prepare and submit necessary documents for government or industry accreditations (e.g., environmental permits, labor certifications, health and safety accreditations).
o Track the validity of certifications and accreditations, ensuring timely renewals.
o Stay updated on changes in government policies, regulations, and legal requirements that affect business operations.
o Monitor deadlines and maintain schedules to avoid penalties for late submissions or lapses in licenses or registrations.
o Ensure that the company complies with all relevant industry-specific regulations (e.g., health and safety standards, environmental laws, corporate governance regulations).
o Maintain organized records of all government-related filings, communications, permits, and licenses.
o Ensure that documents are easily accessible for audits or inspections by government agencies or internal teams.
o Serve as the primary point of contact between the company and government bodies for issues related to permits, licenses, and accreditation.
o Provide regular updates to management on the status of registrations, licenses, and accreditations.
o Advise management on compliance risks and develop strategies to mitigate these risks.
o Ensure compliance with new regulations and advise on any necessary adjustments to business operations.

Qualifications:

1. Education:
o Bachelor’s degree in Business Administration, Office Management, or a related field is a plus.

2. Experience:
o 6 months – 3 years Prior experience in administrative, clerical and compliance work is a plus but not always required.

3. Skills:
o Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
o Verbal and written communication skills in English and Filipino.
o Strong organizational skills with attention to detail.
o Ability to multi-task and manage time efficiently.
o Problem-solving abilities to address day-to-day challenges in an office environment.

4. Personal Attributes:
o A proactive and positive attitude.
o Willingness to learn and adapt to new administrative technologies and procedures.
o Professional demeanor and ability to maintain confidentiality.