Administrative Officer

SUMMARY:

An Admin Officer is a key operational leader who ensures the company runs smoothly and stays compliant. This role handles vital administrative and financial tasks, including procurement, vendor negotiation, and accurate reporting. They act as the main point of contact for external partners, especially government agencies like the LGU and BIR, to manage all permits, licenses, and tax filings. Beyond paperwork, the officer is a people-focused leader who coaches and guides team members to ensure everyone understands and follows company procedures. Ultimately, this position is crucial for maintaining legal compliance, operational efficiency, and the overall success of the business.

KEY AREAS OF RESPONSIBILITIES:

1. Administrative and Operational Management

• General Administration: Oversee daily administrative functions, including but not limited to, managing office supplies, handling correspondence (emails, calls, memos), maintaining organized files and records, and ensuring all administrative processes run smoothly and efficiently.
• Inventory and Procurement: Implement and manage inventory control systems for office supplies, cleaning materials, and other non-food/beverage items. Coordinate with suppliers to ensure timely delivery and a consistent stock of necessary items, while seeking to optimize costs.
• Financial and Reporting: Assist in preparing and monitoring the administrative budget. Process invoices, purchase orders, and expense reports. Generate and analyze administrative reports (e.g., daily sales, monthly expenses, inventory reports) for management to inform decision-making.
• Facility and Maintenance: Coordinate and manage maintenance and repair schedules for the restaurant's facilities and equipment. Ensure the physical space is clean, well-maintained, and compliant with safety and sanitation standards.

2. External Partner and Government Agency Relations

• LGU (Local Government Unit) Compliance: Serve as the primary point of contact for the LGU. Ensure all business permits, licenses (e.g., Mayor's Permit, Barangay Clearance, Sanitary Permit), and other local government requirements are up-to-date and renewed on time. This includes handling the necessary documentation and processing for new branches or for business expansion.
• BIR (Bureau of Internal Revenue) Compliance: Manage all tax-related administrative tasks. This includes processing and filing tax returns, business registration updates, and ensuring compliance with BIR regulations. Act as the liaison for any BIR audits or inquiries, preparing and submitting all required documentation.
• Other Government Agencies: Handle administrative matters with other relevant government agencies, such as the Department of Trade and Industry (DTI) or Securities and Exchange Commission (SEC) for business registration
• (Bureau of Internal Revenue) Compliance: Manage all tax-related administrative tasks. This includes processing and filing tax returns, business registration updates, and ensuring compliance with BIR regulations. Act as the liaison for any BIR audits or inquiries, preparing and submitting all required documentation.
• Other Government Agencies: Handle administrative matters with other relevant government agencies, such as the Department of Trade and Industry (DTI) or Securities and Exchange Commission (SEC) for business registration

3. Negotiation and Vendor Management

• Contract and Pricing Negotiations: Initiate and conduct negotiations with various vendors and suppliers (e.g., for office supplies, utilities, maintenance services). Aim to secure the most favorable terms, prices, and service agreements to reduce operational costs without compromising on quality.
• Dispute Resolution: Skillfully manage and resolve any disputes or issues that may arise with suppliers, service providers, or government agencies. This requires tact, diplomacy, and a firm understanding of the terms of the agreement.
• Vendor Relations: Build and maintain strong, positive relationships with all external partners. This includes acting as the point person for all vendor communications, ensuring smooth transactions, and proactively addressing any concerns.

4. Team Coaching and Development

• Training and Onboarding: Assist in the administrative and operational onboarding of new hires. Conduct orientation sessions that cover company policies, administrative procedures, and workplace standards.
• Skill Development: Act as a resource for other team members, providing guidance and training on administrative tasks, proper documentation, and compliance procedures. Identify areas where staff may need support and offer coaching to improve their efficiency and accuracy.
• Performance Feedback: Provide constructive feedback to administrative and operational staff. Help them set clear objectives and goals, and monitor their progress. Offer encouragement and motivation to help them meet performance targets.
• Promote a Positive Work Environment: Foster a culture of collaboration, transparency, and continuous learning. Encourage open communication and teamwork to improve overall productivity and morale within the enterprise.

POSITION REQUIREMENTS:

Education: Bachelor's degree in Business Administration, Management, or a related field.

Experience:

• Minimum of 2-3 years of proven experience in an administrative or a similar role, preferably within the food and beverage or retail industry.
• Demonstrated experience in dealing with government agencies in the Philippines, such as the LGU (e.g., Mayor's Office, City Hall) and the BIR.

Skills:

• Exceptional Communication and Interpersonal Skills: Ability to communicate clearly and professionally, both verbally and in writing, with all levels of the organization and external partners.
• Negotiation Skills: A solid track record of successful negotiation, resulting in cost savings and favorable terms for the business.
• Government Compliance: Deep understanding of Philippine business regulations, including LGU permits (e.g., Business Permit, Sanitary Permit) and BIR tax requirements.
• Coaching and Mentoring: Proven ability to guide and train team members, providing constructive feedback and fostering a positive work environment.
• Problem-Solving: Strong analytical and problem-solving abilities to address challenges related to operations, compliance, and vendor management.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with administrative software and basic accounting principles.

Attributes:

• Highly Organized and Detail-Oriented: Ability to manage multiple tasks, maintain meticulous records, and meet deadlines in a fast-paced environment.
• Proactive and Resourceful: A self-starter who can anticipate needs and find efficient solutions with minimal supervision.
• Integrity: High level of professionalism and ethical conduct, especially when handling confidential information and financial transactions.
• Knowledge of food and safety regulations (e.g., HACCP), an advantage

Job Types: Full-time, Permanent

Pay: Php30, Php40,000.00 per month

Benefits:

• Employee discount
• Promotion to permanent employee

Ability to commute/relocate:

• Tambo 1701 P00: Reliably commute or planning to relocate before starting work (Preferred)

Location:

• Tambo 1701 P00 (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person