Administrative Officer

I. JOB OBJECTIVE

Under direct supervision, responsible for providing administrative services on the areas of Records Management, Facilities Management, Asset Management, Inventory Management, and Safety and Security

II. DUTIES AND RESPONSIBILITIES

A. Records Management

1. Receives Incoming documents from couriers

2. Distributes received documents to receiving departments

3. Safekeeps and monitors all documents and official company business records

4. Digitizes all received documents in accordance to electronic document management policy to ensure that records are readily available for browsing

5. Facilitates the transfer, placement and storage of documents and maintains a classification or labeling system, reference folders and location map for all stored items

6. Monitors and identifies documents and records that exceed the set retention period of storage and are subject for disposal (e.g., shredding, dumping)

7. Conducts periodic checking and random inspection of the physical set-up and condition of controlled documents in the storage area

8. Maintains adequate stock level of all accountable and controlled forms by conducting physical count and regular monitoring of requests from departments and preparing the purchase request upon reaching the reorder level

9. Issues and distributes accountable and controlled forms based on consumable quantity set for a particular period

10. Records all distributed forms in terms of quantity, date of distribution, receiving department and employee, running balance of unused forms, serial/control numbers (for applicable forms) and other particulars

11. Prepares and submits monitoring and consumption report of all accountable and controlled forms distributed to all departments on a regular basis

B. Facilities Management

1. Processes the timely renewal, compliance and or submission of the following:

a) Insurance

b) Contracts of Lease

c) POEA License

d) Business Permits/CTC

e) Barangay Clearance

f) SEC Reportorial Requirements

g) Registration of Company Vehicles

h) License to Operate in Philippine ports e.g., Subic, MICT

i) Vehicle Registration

j) Real Estate Taxes

1. Monitors and processes following services :

a) Vehicle insurance for all company owned vehicles and property

b) Insurance claims for the company owned vehicles

c) Registration of all company vehicles

d) Change of users and/or transfer of location of company owned vehicle

e) Fleet cards

f) Training and conference rooms utilization

1. Conducts minor repairs and maintenance of all mechanical and electrical devices and equipment and informs the GSD Head in case external repair works is necessary

2. Assists the GSD Head in managing facility construction, improvements, repairs and maintenance

3. Conducts technical inspection/punch listing of office facilities and equipment to ensure quality of work of the same as directed

4. Implements of an energy efficiency/conservation program of the company by ensuring that lights, air-conditioning units and other power consuming equipment and implements are turned-off when not in use

C. Inventory Management

1. Receives all purchased items purchased and updates the inventory records, applying the Technical-In Technical-Out (TITO) method as necessary

2. Checks all materials being received as to specifications, quantity and quality and informs the Department Head in case of any discrepancy for immediate resolution

3. Ensures issuance of all requested materials according to schedule while practicing First-in First -Out (FIFO) method

4. Maintains an accurate real-time updated inventory record of all office supplies on stock and issued non/semi-expendable assets

5. Ensures proper documentation of all stock movements such as receipts, returns, and issuances

6. Ensures that all accountable forms such as Delivery Receipts (DR), Receiving Reports, Material Requests, etc. are properly validated, approved and filled out

7. Ensures timely and proper copy distribution of accountable forms and documents

8. Conducts regular and accurate physical count of items on stock and immediately reconciles the same with accounting records

9. Conduct regular and accurate physical count of all fixed assets and reconciles with accounting records

D. Safety and Security Management

1. Assists the GSD Head in managing the protection of people and assets against threats, disasters and hazards

2. Strictly enforces policies to restrict physical access of unauthorized personnel, to protect the same from theft, hostile acts and workplace accidents

3. Strictly enforces policies to ensure compliance to Organizational Safety and Health (OSH) requirements of the Department of Labor and Employment (DOLE)

4. Assists the GSD Head in the development and implementation of an effective Business Continuity Plan (BCP)

5. Implements and monitors effective schedules and assignments of cleaning of rooms, office furniture and equipment, restrooms, etc.

6. Implements plans to maintain a clean, safe and conducive working environment which is free from irritants, excessive noise, hazards and other distractions

E. Performs other functions as directed by the management from time to time

III. JOB SPECIFICATION

1. Minimum Educational Attainment - Bachelor's Degree in Business, Engineering or related courses

2. Actual Work Experience - One (1) year actual working experience in Administration, Office and Operations Support or Logistics

Job Types: Full-time, Permanent

Work Location: In person