Office Staff, Wheeltek, Motorlandia jobs

KEY RESPONSIBILITIES1. Administrative Support

• Perform daily administrative and clerical tasks.
• Prepare, encode, organize, and file company documents.
• Receive, route, and monitor incoming and outgoing documents.
• Prepare letters, memoranda, reports, forms, and other office documents.
• Maintain organized physical and digital filing systems.
• Assist in scheduling meetings, appointments, and company activities.
• Provide administrative support to management and different departments.

2. Government Permits, Licenses & Compliance

• Assist in processing and securing government permits, licenses, registrations, clearances, certificates, and other regulatory requirements.
• Monitor the validity and expiration dates of government permits and licenses.
• Prepare renewal requirements and submit documents within prescribed deadlines.
• Coordinate with appropriate government offices and agencies regarding applications, renewals, inspections, and compliance requirements.
• Maintain an updated master list of all company and branch permits.
• Maintain complete and organized copies of permits, official receipts, certificates, and supporting documents.
• Assist in securing and renewing business-related permits and registrations, as applicable.
• Coordinate with branch personnel to ensure that permits and required documents are properly displayed or available at each location.
• Monitor pending applications, renewals, deficiencies, and compliance requirements.
• Follow up with government offices regarding the status of submitted applications.
• Assist in preparing documents required for government inspections and audits.
• Immediately report expired, missing, pending, or problematic permits to the immediate supervisor.
• Maintain a Government Compliance Calendar showing application dates, renewal deadlines, expiration dates, and responsible personnel.
• Ensure that management is informed in advance of upcoming permit and license renewals.
• Keep confidential and secure all government-related company documents.

3. Government Office Coordination

Coordinate, when authorized, with relevant government offices and agencies, including but not limited to:

• Local Government Units (LGUs)
• Business Permit and Licensing Office (BPLO)
• Barangay Offices
• Bureau of Internal Revenue (BIR)
• Department of Trade and Industry (DTI), when applicable
• Social Security System (SSS), when assigned
• PhilHealth, when assigned
• Pag-IBIG Fund, when assigned
• Department of Labor and Employment (DOLE), when assigned
• Other government agencies and regulatory offices relevant to company operations

Note: The Administrative Assistant shall coordinate and process documents only within the authority granted by management and shall not make unauthorized representations or commitments on behalf of the company.

4. Records and Documentation

• Maintain accurate company and administrative records.
• Maintain a centralized filing system for permits, licenses, certificates, contracts, receipts, and other regulatory documents.
• Scan and maintain digital copies of important documents.
• Monitor missing or incomplete documents and coordinate with concerned personnel.
• Ensure that documents are properly labeled and easy to retrieve.
• Prepare administrative reports and compliance monitoring reports.

5. Branch Permit Monitoring

• Maintain a Branch Government Permit Monitoring Sheet for all company branches.
• Monitor the status of permits and licenses of each branch.
• Coordinate with Branch Managers regarding renewal requirements.
• Ensure that branch personnel submit required documents on time.
• Monitor the posting/display of required permits and certificates.
• Report any expired or missing government document to management immediately.
• Assist branches in coordinating with their respective LGUs and government offices.

6. Office Supplies & Administrative Requirements

• Monitor office supplies, forms, and administrative materials.
• Prepare purchase requests for office requirements when authorized.
• Maintain records of administrative purchases and expenses.
• Assist in monitoring petty cash and liquidation documents when assigned.
• Coordinate repairs, maintenance, and other office requirements.

7. Communication and Coordination

• Receive and respond to administrative inquiries professionally.
• Answer phone calls, emails, and messages when assigned.
• Coordinate with departments, branches, suppliers, government offices, and other external parties.
• Relay important information to the appropriate personnel.
• Follow up pending administrative and compliance requirements.

8. HR and Employee Administrative Support

• Assist HR with employee documentation when assigned.
• Assist in monitoring attendance, leave forms, and other employee records.
• Support employee onboarding and company activities.
• Assist in preparing documents for meetings, orientations, and training.
• Maintain confidentiality of employee and company information.

9. Reporting and Monitoring

Prepare and maintain regular administrative monitoring reports, including:

• Government Permit Monitoring Report
• Permit and License Expiration Tracker
• Branch Compliance Monitoring
• Document Submission Tracker
• Office Supplies Monitoring
• Administrative Expense Monitoring
• Pending Government Transactions
• Other reports requested by management

10. Other Duties

• Perform other administrative duties assigned by management.
• Assist during government inspections and company audits when authorized.
• Support branch and head-office operations when necessary.
• Ensure compliance with company policies and procedures.
• Perform other tasks that contribute to the smooth and efficient operation of the company.

Pay: Php15,000.00 - Php20,000.00 per month

Work Location: In person