Administrative Manager

2 weeks ago

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

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.

2. 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 dates3. 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.

4. 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.

5. 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.

6. 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

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