:
- Performs various administrative and support functions which include general office administration, purchasing and inventory, renewals of business permits, lease agreements, preventive maintenance of company vehicles, managing company assets as well as digital scanning/archiving,
ESSENTIAL FUNCTIONS:
**Office Administration**
1.
Ensures that the office is opened before the arrival of employees at the start of any workday and is locked and secured at the end of the day.
Maintains duplicate set of keys of all office rooms as well cabinets/desks and shall be accountable for its issuance, safekeeping, duplication, and retrieval.
2.
Checks and ensures that the office areas are clean and in proper order before the start of operations.
Checks that all facilities are properly functioning.
Replaces and/or reports to proper authority any facility that needs to be repaired (aircon, electrical, lighting, communications, etc.).
3.
Supervises the daily functions of the Tea Ladies/Janitors in the conduct of their activities.
Provides assistance when needed.
4.
Handles and safekeeps records pertaining to the renewals of Business Permits, Lease Contracts, Insurance of Head Office and Branches, Rental Equipment, Company assets and Company Vehicles.
5.
Plans and schedules regular cleaning activities at the office and coordinates in advance with all concerned as well as suppliers when required.
6.
Supervises messengers in their daily deployment, monitoring their needs and activities or assigns special requests when required.
Sees to it that the assigned motorcycle unit is well maintained to meet the daily demands of the business.
7.
Assists the HR/Admin Head in the monitoring and requests for the preventive maintenance and repair requirements of company vehicles to ensure vehicles are well kept.
8.
Coordinates with the Building Admin.
representative in complying with their regulations outlined in our contract, terms of agreement.
Maintain cordial relations with Building Admin.
staff to ensure smooth business relationship.
9.
Takes charge in the preparation of payment for office utilities, courier and rental equipment.
Coordinates/Confer with suppliers/vendors for any discrepancy in the Billing Statements.
10.
Acts as a back up in assuming the Telephone Operator/Receptionist's post during her absence.
Provides update in the Telephone Directory from time to time.
11.
Prepares Gate Pass for any equipment to be taken out of the premises for proper approval as well as logout and monitor return for complete accounting.
12.
Undertake proper tagging/identification of all company assets to ensure proper identification and accountability as well as regularly update the list for Audit purposes.
**Purchasing and Inventory**
1.
Maintains up-to-date record of procurement documents such as purchase orders, bid or suppliers' proposals and vendor reviews.
Regularly updates logbooks for proper monitoring of supplies, including requisitions and issuances to the Head Office and Branches.
- Ensures timely requisitions of forms and supplies to meet the demands of the business.
Initially validates available balance of requisition/s from current records.
Strictly conforms to set standards.
3.
Follows up on orders to ensure that materials are shipped and delivered on
agreed schedule.
4.
Liaises with approved suppliers using the most appropriate means to check product specifications, stock availability delivery time, etc.
5.
Processes requisitions for payment on Admin./HR related requirements in a
timely manner.
Effectively coordinates and maintains cordial relations with suppliers in terms of meeting company standards, delivery schedules, documentations and competitive pricing.
- Ensures that all requisitions conform to set policies and regulations of the
company are complied with as well as follow ICP regulations and ISO
standard/s.
- Handles purchasing complaints of suppliers as well as in dealing with concerns
on suppliers by initially entertaining the compliant, documenting the complaint,
manner of action taken to resolve the complaint, reporting the incident the
Immediate Superior and/or to proper person/s in the company.
- To undertake any other duties as necessary within the Purchasing Dept.
**Storage Keeping**
- Responsible for the proper storage and safekeeping of assorted office supplies as well as various forms needed by the company.
Applies first in - first out methodology.
Properly disposes outdated forms.
2.
Properly maintains and files all the necessary reports and documents in an orderly manner for easy retrieval and future reference.
- Conducts regular inventory of all supplies in the storage area to keep track of supplies and ensure that it is properly accounted for.
Responsible for securing the storage area at all times and only authorized personnel are provided access.
Keeps the storage area key/s in a secured place.
- Annually updates HR/Admin.
filing system by compiling old records and storing i