Admin Supervisor

POSITION SUMMARY:

Performs various administrative and support functions which include general office administration, purchasing and inventory, digital data storage and archiving, renewals of business permits, registration and overall management of Company properties.

ESSENTIAL FUNCTIONS:

1. Office Administration

1.1 Ensures that the office is opened before arrival of employees at the start of any workday and is locked and secured at the end of the day.

1.2 Checks and ensures cleanliness and orderliness of the office spaces and upkeep of Company properties and equipment i.e. aircon, electrical, lighting etc.

1.3 Manning of the reception area in the absence of the receptionist/telephone operator and as secretary of the Office of the President, if needed.

1.4 Supervises the daily function of the Tea Ladies/Janitors in the conduct of their activities and provides assistance, when needed.

1.5 Manages and monitors the daily schedules and deployment of messengers to ensure prompt delivery and pick-up of documents/collections including relative liquidations of petty cash advances.

1.6 Preparation of request for payments and monitoring of on-time settlements on rental, utilities and confirmed/delivered POs.

1.7 Supervises the incoming (deliveries) and outgoing (disposal) of office supplies and/or other tangible Company assets, manning of office repairs/construction and secures gate pass from building admin, if necessary.

1.8 Maintains properly labelled key duplicates of all office rooms and cabinets for safekeeping while keeping record of Company vehicles' duplicate keys endorsed to Accounting.

2. Fixed Assets

2.1 Handles fixed assets requisitions (i.e. furniture, IT and office equipment, company vehicles etc.) from sourcing out of quotations, drafting of memo for approval of the authorized signatories and issuance of PO.

2.2 Tagging/labelling of fixed assets and conducts regular physical inventory based on Accounting's latest lapsing schedule.

2.3 Ensures regular maintenance and on-time LTO registration/renewal and insurances of all Company vehicles.

3. Non-Fixed Assets

3.1 Handles office supplies requisitions of all departments upon receipt of the OFEX form, review of requests, PO issuance and dispatch of items.

3.2 Safekeeping, releasing, monitoring of acceptable inventory level and timely replenishment of office supplies and forms prior to reaching the reorder point.

3.3 Ensures that all accountable forms are compliant with the prescribed requirements of BIR and are covered by CAS permit or ATP whichever is applicable.

3.4 Conducts weekly and monthly count of all supplies and forms to ensure that the physical count tally with the balances on record/registers.

4. Digital data storage and archiving

4.1 Manages the PDMS database (scanning and labelling)

4.2 Monitors the pick-up and retrieval movement of file boxes stored in the Company's off-site storage, Lane Archive.

4.3 Conducts regular review of files inventory at Lane Archive and coordinates with respective department heads for the proper disposal of files more than 10 years.

4.4 Ensures that the digital archiving of the Company is compliant to the BIR Revenue Regulation

5. Permits and Licenses

5.1. Maintains and safekeep copy of all signed agreements relative to vendors, office spaces (HO and branches) and equipment leases.

5.2 Conducts semi-annual review of accredited vendors and outsourcing of new candidates while ensuring that the Company deals only with legit suppliers.

5.3 Handles applications and/or on-time renewals of registration Company vehicles and business permits for all office spaces.

5.4 Maintains well organize and up to date copy of all permits and licenses.

6. Others

6.1 Handles Admin audit requirements i.e. SGV, ISO, internal audit etc.

6.2 Other tasks that may be assigned from time to time

Job Types: Full-time, Permanent

Benefits:

• Additional leave
• Company events
• Health insurance
• Opportunities for promotion
• Promotion to permanent employee

Work Location: In person