Admin Liaison Staff

Job Title: Admin Liaison StaffJob Summary

The Admin Liaison Staff is responsible for managing communication, coordination, and documentation between the company and external parties such as government agencies, suppliers, partner institutions, and other stakeholders. The role ensures timely processing of requirements, smooth flow of information, and efficient support for various administrative and operational needs.

Key Responsibilities1. External Coordination

• Serve as the company representative when dealing with government agencies (e.g., LGUs, BIR, SSS, PHIC, HDMF, DOLE) and other external institutions.
• Process permits, licenses, certifications, and other compliance documents.
• Follow up the status of submitted requests or applications and ensure they are completed on time.

2. Internal Coordination

• Work closely with internal departments to gather requirements and ensure accurate submission of documents.
• Relay updates, requests, and instructions between departments and external partners.
• Assist in scheduling and organizing meetings, orientations, and coordination activities.

3. Documentation & Reporting

• Prepare and maintain documentation such as forms, permits, MOAs, letters, and reports.
• Maintain a database or logbook of processed documents for proper tracking and filing.
• Submit regular status reports on pending transactions, permits, and follow-ups.

4. Administrative Support

• Draft and send official correspondence to external stakeholders.
• Assist with logistical arrangements such as deliveries, pickups, or field-related tasks.
• Support the Admin Department in general tasks, including filing, scanning, and preparing documents.

5. Fieldwork & Representation

• Conduct field visits to government offices, partner companies, or project sites as required.
• Represent the company professionally during transactions, inquiries, or negotiations.
• Ensure that all external dealings comply with company standards and ethical practices.

QualificationsEducation

• Bachelor's degree in Business Administration, Office Administration, Management, or any related field.
• Vocational graduates with strong experience may also be considered.

Experience

• At least 1 year of experience as a liaison or in administrative/coordination roles (preferred but not required).

Skills & Competencies

• Strong communication and interpersonal skills.
• Knowledge of basic government processes and documentary requirements.
• Good organizational and time-management skills.
• Ability to multitask and handle field-related tasks.
• Proficiency in MS Office and email correspondence.
• Professional conduct and ability to work independently.

Key Attributes

• Responsible, trustworthy, and reliable.
• Resourceful, persistent, and proactive.
• Detail-oriented and able to work in fast-paced environments.
• Strong sense of urgency and accountability.

Work Environment

• Combination of office-based tasks and fieldwork.
• May require occasional travel to government offices or partner institutions.
• May need to work beyond regular hours depending on urgency of transactions.

Job Type: Full-time

Work Location: In person