Administrative Support Specialist

1 month ago

Quezon City, National Capital Region, Philippines Global Cosmetics Full time
Job Title: Administrative Staff

The Administrative Staff is a vital role within our organization, responsible for providing administrative support to ensure the efficient operation of our office. This position involves assisting in various office tasks, such as documentation, scheduling, and record-keeping, while also performing general clerical duties.

Key Responsibilities:
  • Documentation and Record Management:
    • Maintain and organize office files, including confidential documents, contracts, and employee records.
    • Assist in preparing reports, memos, invoices, and other necessary documents.
    • Manage both physical and digital filing systems to ensure that all documents are well-organized and easily accessible.
  • HR Support:
    • Assist the HR department in processing employee records, such as leave forms, attendance tracking, payroll preparation, and day-to-day tasks.
    • Help organize employee activities and welfare programs, including trainings and company events.
  • Regulatory Compliance (Government Registrations, Accreditations, and Licenses):
    • Oversee and manage the filing, renewal, and maintenance of all required government registrations and licenses.
    • Ensure that the organization holds valid and up-to-date business permits and licenses at all times.
    • Prepare and submit necessary documents for government or industry accreditations.
    • Track the validity of certifications and accreditations, ensuring timely renewals.
    • Stay updated on changes in government policies, regulations, and legal requirements that affect business operations.
    • Monitor deadlines and maintain schedules to avoid penalties for late submissions or lapses in licenses or registrations.
    • Ensure that the company complies with all relevant industry-specific regulations.
    • Maintain organized records of all government-related filings, communications, permits, and licenses.
    • Ensure that documents are easily accessible for audits or inspections by government agencies or internal teams.
    • Serve as the primary point of contact between the company and government bodies for issues related to permits, licenses, and accreditation.
    • Provide regular updates to management on the status of registrations, licenses, and accreditations.
    • Advise management on compliance risks and develop strategies to mitigate these risks.
    • Ensure compliance with new regulations and advise on any necessary adjustments to business operations.
Qualifications:
  • Education:
    • Bachelor's degree in Business Administration, Office Management, or a related field is a plus.
  • Experience:
    • 6 months – 3 years Prior experience in administrative, clerical, and compliance work is a plus but not always required.
  • Skills:
    • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Verbal and written communication skills in English and Filipino.
    • Strong organizational skills with attention to detail.
    • Ability to multi-task and manage time efficiently.
    • Problem-solving abilities to address day-to-day challenges in an office environment.
  • Personal Attributes:
    • A proactive and positive attitude.
    • Willingness to learn and adapt to new administrative technologies and procedures.
    • Professional demeanor and ability to maintain confidentiality.

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