Administrative Services Officer

GENERAL PURPOSE OF THE JOB:

The Administrative Services Officer is responsible for providing administrative support to the Admin Assistant Manager in ensuring efficient and effective asset management. The incumbent will also provide a range of logistics and office support functions for all business units of PHC, to ensure that they possess adequate resources to achieve their organizational key results priorities.

DUTIES AND RESPONSIBILITIES

Fixed Asset Management

• Ensures that all fixed assets of the company from both the Head Office and Project Sites are well-accounted to their intended users;
• Ensures that all delivered office materials are properly tagged and distributed to the end-user by checking the data;
• Formulates and implements policies and procedures for the acquisition, maintenance, and disposal of fixed assets of the Company;
• Ensures that all asset accountabilities of resigning employees will be properly transferred to the recipient nominated by the Immediate Supervisor or the Department Head;and
• Collaborates with Finance and Accounting, and Procurement Department to ensure proper capitalization and depreciation of fixed assets.

Office Management

• Manages the travel requirements of PHC employees traveling by plane;
• Ensures efficient scheduling of function rooms for meetings, seminars, and other company events to avoid overlapping of schedules;
• Monitors and analyzes the utilization of supplies and recommends strategies for optimizing office asset efficiency;
• Proactively monitors office supplies, identifies low inventory levels, and creates detailed purchase requests for timely restocking, ensuring acceptable operational efficiency;
• Conducts regular and random inventory audits of all company assets and supplies to match and/or reconcile physical inventory with recorded quantities and identifies discrepancies or shortages;
• Monitors the usage of company-issued mobile phones and ensures that the user/s will not exceed the mobile phone allowance limit.  Any excess shall be properly reported to Accounting, for salary deduction of the concerned employee;
• Maintains the cleanliness and professional appearance of the PHC premises by ensuring effective cleaning procedures of utility staff, conducting regular inspections of office equipment, and timely replenishment of sanitation supplies; and
• Ensures efficient scheduling and dispatch of the messenger and driver based on their schedules.

Service Vehicle Management

• Ensures that all service vehicles are compliant with insurance requirements, licensing, and registration at the Land Transportation Office and are renewed on or before the expiration date of the registration;
• Monitors the condition of service vehicles by conducting regular inspections on its tires, brakes, lights, and engine parts to ensure the safety of the employee-passengers;
• Coordinates with third-party service providers regarding repairs, preventive maintenance, and replacements of machine parts of Company-owned service vehicles to minimize vehicle downtime and maximize its vehicle lifespan;
• Monitors the renewal of Compulsory Third Party Liability Car Insurance and Comprehensive Insurance coverage of all service vehicles;
• Checks and reviews quotations of car plans and insurance coverage of all company-owned vehicles;
• Collaborates with the Finance and Accounting Department to manage vehicle-related expenses and budgets.

Records Management

• Maintains a systematic and organized filing and indexing system for physical and electronic records of assets to ensure that all documents are secured and properly tagged; and
• Ensures that the master list/database of all records and documents of the Admin Department is updated regularly.

Other Tasks

• Serves as frontline service representative when needs arise; and
• Performs other tasks that may be assigned by the Immediate Superior, depending on the exigencies of the organization.

JOB PROFILE

Educational Background

• Must have at least an educational attainment equivalent to a college/bachelor's degree in Office Administration or any business-related course from a reputable college or university.

Professional Background

• Minimum of five (5) years of experience in Office Administration, Fixed-Asset Management, and Records Management.

Knowledge Requirements

• Comprehensive knowledge of the following:

(i) Fixed Asset Management;

(ii) Scheduling;

(iii) Inventory Management;

(iv) Records Management; and

(v) Service Vehicle Management.

Skills Requirements

• Must have good oral and written communication skills;
• Must have strong analytical and critical thinking skills;
• Must have strong organization and records management skills
• Must have sound decision-making skills;
• Must have good negotiation skills; and
• Must have good customer service skills.

Ability Requirements

• Must be meticulous and detail-oriented;
• Must have the ability to remain focused and organized;
• Must have a sense of urgency;
• Must have a strong work ethic; and
• Must have the ability to handle confidential matters.

𝐏𝐇𝐂 𝐢𝐬 𝐚 𝐂𝐨𝐦𝐩𝐚𝐧𝐲 𝐭𝐡𝐚𝐭 𝐯𝐚𝐥𝐮𝐞𝐬 𝐃𝐢𝐯𝐞𝐫𝐬𝐢𝐭𝐲, 𝐄𝐪𝐮𝐚𝐥𝐢𝐭𝐲, 𝐚𝐧𝐝 𝐈𝐧𝐜𝐥𝐮𝐬𝐢𝐨𝐧. 𝐖𝐞 𝐚𝐫𝐞 𝐜𝐨𝐦𝐦𝐢𝐭𝐭𝐞𝐝 𝐭𝐨 𝐛𝐮𝐢𝐥𝐝𝐢𝐧𝐠 𝐚 𝐭𝐞𝐚𝐦 𝐰𝐢𝐭𝐡 𝐝𝐢𝐯𝐞𝐫𝐬𝐞 𝐭𝐚𝐥𝐞𝐧𝐭𝐬 𝐚𝐧𝐝 𝐬𝐤𝐢𝐥𝐥𝐬 𝐫𝐞𝐠𝐚𝐫𝐝𝐥𝐞𝐬𝐬 𝐨𝐟 𝐛𝐚𝐜𝐤𝐠𝐫𝐨𝐮𝐧𝐝𝐬 𝐚𝐧𝐝 𝐜𝐫𝐞𝐚𝐭𝐢𝐧𝐠 𝐚𝐧 𝐞𝐧𝐯𝐢𝐫𝐨𝐧𝐦𝐞𝐧𝐭 𝐭𝐡𝐚𝐭 𝐫𝐞𝐬𝐩𝐞𝐜𝐭𝐬 𝐚𝐧𝐝 𝐬𝐮𝐩𝐩𝐨𝐫𝐭𝐬 𝐢𝐧𝐝𝐢𝐯𝐢𝐝𝐮𝐚𝐥 𝐝𝐢𝐟𝐟𝐞𝐫𝐞𝐧𝐜𝐞𝐬.