Administrative Manager

3 days ago

Makati City, National Capital Region, Philippines Cosmetigroup International Corporation Full time ₱900,000 - ₱1,200,000 per year

The Administrative Manager is responsible for managing and supervising all administrative functions of the company to ensure efficient, secure, and compliant operations. This role covers general administration, compliance with government regulatory requirements, management of expatriate/foreign employee documentation, planning and reporting, and close coordination with key stakeholders. The position requires strong knowledge of DOLE processes, government permits, FDA and BOC regulations, and administrative planning.

Key Responsibilities

  1. Administrative Operations

Oversee day-to-day office administration, facilities, supplies, and support services.

Supervise the administrative team and ensure smooth execution of tasks.

Develop and implement administrative policies, systems, and procedures to improve efficiency.

  1. Compliance & Government Permits

Ensure compliance with government regulations, particularly those required by the Department of Labor and Employment (DOLE).

Process, renew, and monitor permits, licenses, and regulatory documents including:

Building Permit

Occupancy Permit

Barangay Permit

Business Permit

Sanitary Permit

Fire Certificate

Signage Permit

BIR 2303

SEC Corporation registration and GIS filing

FDA Registration of new products

Monitor renewals of:

Bureau of Customs (BOC)

FDA

SEC GIS

LTO (vehicle registration)

Insurance coverage

Mall contracts and security deposits

Fire extinguisher expiration dates

  1. Expatriate/Foreign Employee Management

Handle documentation and legal requirements for expatriates and foreign employees, including:

9G Visa (BOI)

Alien Employment Permit (AEP - DOLE)

Quota, Retirement, and Tourist Visa renewals

Liaise with DOLE, Bureau of Immigration, and other government agencies to ensure compliance.

Support expatriates in their integration by coordinating housing, visa processing, and other administrative needs.

  1. Planning & Reporting

Prepare and submit periodic administrative, compliance, and operational reports to management.

Develop resource planning, budget forecasts, and performance reports.

Provide data-driven insights for management decision-making and continuous process improvement.

  1. Coordination & Support

Collaborate with HR, Finance, Operations, and Customer Care teams to align administrative processes with company objectives.

Work with Customer Care and Mall Administration teams to resolve escalated concerns.

Support special projects, company expansion initiatives, and management directives.

Maintain confidentiality and integrity of company and employee records.

  1. Business & Supplier Relations

Build and maintain strong relationships with mall administrators for new store openings, contract negotiations, and expansion discussions.

Schedule and attend meetings with malls to align on expansion and development plans.

Manage partnerships with suppliers and service providers, including:

Banks

Visa processing suppliers

Insurance providers

Pharmacists

Customs brokers

Real estate or condo unit brokers for expatriates

Other key vendors

Qualifications

Bachelor's degree in Business Administration, Management, or equivalent.

Minimum 5 years of experience in administrative management, preferably in cosmetics, retail, or FMCG industries.

Proven experience in handling DOLE permits, expatriate/foreign employee requirements, and regulatory compliance.

Strong organizational, leadership, and problem-solving skills.

Excellent interpersonal and communication abilities; able to effectively interact with both local and foreign employees.

Proficient in MS Office and administrative systems.

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