Admin Officer

Job Title: Admin Officer – Regulatory & Compliance

Reports To: Admin Manager

Department: Administration

Employment Status: [Regular/Probationary – specify]

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Job Summary

The Administrative Officer – Regulatory & Compliance is responsible for managing all business permit renewals, government compliance requirements, and regulatory submissions for multiple companies and stores. This includes the timely renewal of registrations for all company-owned and management vehicles. The role ensures accurate documentation, timely submissions, and compliance with relevant laws and regulations from various government agencies including FDA, PNP, BOC, DOLE, BIR, SEC, Pag-IBIG, SSS, and PhilHealth. The position requires close coordination with internal departments, external agencies, and local government units to maintain the company's legal standing and operational readiness.

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Key Responsibilities

1. Business Permit Renewals

2. Handle and process business permit renewals for multiple stores and multiple companies across different LGUs.

3. Coordinate with local government offices for documentary requirements, fees, and inspections.

4. Maintain an updated master list of permit statuses, expiration dates, and renewal schedules.

5. Government Compliance Management

6. Ensure compliance with all legal requirements, but not limited to:

o Food and Drug Administration (FDA) – licensing, product registration, renewal of LTO, and other FDA-related submissions.

o Philippine National Police (PNP) – relevant permits or certifications required for defense-related retail operations.

o Bureau of Customs (BOC) – import-related clearances and documentation.

o Department of Labor and Employment (DOLE) – compliance with labor standards, posting requirements, and mandatory reports.

o Bureau of Internal Revenue (BIR) – registration, renewal, updates of invoices/receipts, and annual requirements.

o Securities and Exchange Commission (SEC) – corporate filings, general information sheets, and annual reports.

o Pag-IBIG, SSS, and PhilHealth – company registration, contribution updates, and mandatory reporting.

1. Vehicle Registration Renewal

2. Handle annual renewal of registration for all company-owned and management vehicles with the Land Transportation Office (LTO).

3. Ensure timely processing to avoid penalties and ensure operational readiness of all vehicles.
4. Maintain accurate records of vehicle registration documents, insurance policies, and due dates.

5. Coordinate with operations, logistics, and drivers to schedule inspections, emissions testing, and other requirements.

6. Documentation & Recordkeeping

7. Maintain organized and updated files of all permits, licenses, certificates, vehicle registrations, and compliance documents.

8. Create and maintain a compliance calendar to track deadlines and avoid penalties.

9. Ensure that all submitted documents are archived both physically and digitally.

10. Interdepartmental & External Coordination

11. Work closely with accounting, HR, operations, logistics, and legal departments to secure needed documents for applications and renewals.

12. Coordinate with building administration, contractors, suppliers, and relevant government officers for inspections and clearances.

13. Serve as the main point of contact for government agencies during inspections or audits.

14. Monitoring & Reporting

15. Provide regular updates to the Admin Manager on the status of renewals and compliance submissions.

16. Report potential risks or issues in meeting compliance deadlines and recommend corrective actions.

17. Submit periodic compliance reports to management for review.

18. Other Administrative Functions

19. Assist in other admin-related tasks as assigned by the Admin Manager.

20. Participate in process improvement initiatives to make compliance, renewal, and vehicle registration processes more efficient.

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Performance Evaluation Criteria

Performance will be measured based on:

• Timeliness and accuracy in completing renewals and submissions
• Zero or minimal penalties due to missed deadlines or incomplete requirements
• Organization and accessibility of compliance and vehicle registration documentation
• Responsiveness and efficiency in coordinating with relevant parties
• Adherence to company policies and legal requirements

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Qualifications

• Bachelor's degree in Business Administration, Legal Management, Office Administration, or related field
• At least 2 years' experience in government compliance, licensing, or administrative work (preferably in a multi-company, multi-location setup)
• Knowledge of regulatory processes with FDA, DOLE, BIR, SEC, LTO, Pag-IBIG, SSS, PhilHealth, LGUs, and other agencies
• Strong organizational and documentation skills
• Excellent communication and coordination abilities
• Proficiency in MS Office applications (Word, Excel, PowerPoint)
• Ability to handle multiple tasks and deadlines in a fast-paced environment

Job Type: Full-time

Pay: Php25, Php35,000.00 per month

Work Location: In person

Expected Start Date: 09/25/2025