Administrative Services Officer

JOB SUMMARY

The Administrative Services Officer is responsible for providing comprehensive administrative support to the Company, with a primary focus on ensuring efficient and effective asset management. This role also encompasses a wide range of logistics and office support functions for all DKT business units, ensuring they have the necessary resources to achieve their key organizational results and priorities.

KEY RESPONSIBILITIES

Fixed Asset Management

·       Ensures that all fixed assets of the company are well-accounted for, properly tagged, and well-maintained

·       Formulates, implements, and updates policies and procedures for the acquisition, maintenance, and disposal of fixed assets of the Company.

· Ensures the asset accountabilities of resigning employees are properly secured.

Office Management

·       Ensures compliance with local regulations, including occupational health, safety, environmental controls, and business permits.

·       Prepares, files, and tracks all necessary permits and licenses , ensuring timely submission and renewal.

·       Oversees the overall cleanliness, safety, and organization of the building, ensuring that all areas meet health and safety standards.

·       Manages the travel and accommodation requirements of DKT employees.

. 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.

·       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.

·       Maintains the cleanliness and professional appearance of the office premises by ensuring effective cleaning procedures of utility staff, conducting regular inspections of office equipment, and timely replenishment of sanitation supplies;

·       Ensures efficient scheduling and dispatch of the messenger and driver based on their schedules.

Fleet 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.

·       Monitors the condition of service vehicles by conducting regular inspection 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.

·       Monitors usage of the Fleet Card and ensures it is paid on time.

· Assists employees during vehicle accidents and ensures all  necessary documentation is complete for submission to the insurance provider

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.

·       Ensures that the master list/database of all records and documents of the Admin Department is updated regularly.

Other Tasks

• Serves as a frontline service representative.
• Coordinates and monitors the dispatch of documents and other company materials or assets to 3rd party couriers and logistics.
• Handles day-to-day administrative tasks, including answering phone calls, managing emails, and responding to internal and external inquiries promptly.
• Performs other tasks that may be assigned by the Immediate Superior, depending on the exigencies of the organization.

JOB REQUIREMENTS

·       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.

·       With at least five (5) years work-related experience

·       Comprehensive knowledge of the following:

(i) Fixed Asset Management;

(ii) Office / Facilities Management;

(iii) Records Management; and

(iv) Fleet Management.

·       Must possess the following skill set: good oral and written communication, sound decision making, organization and records management, good at negotiation, and has outstanding customer service

·       Must have a sense of urgency

·       Must have the ability to handle confidential matters