Key Responsibilities:
1. Documentation and Record Management:
o Maintain and organize office files, including confidential documents, contracts, and employee records.
o Assist in preparing reports, memos, invoices, and other necessary documents.
o Manage both physical and digital filing systems to ensure that all documents are well-organized and easily accessible.
2. HR Support:
o Assist the HR department in processing employee records, such as leave forms, attendance tracking, payroll preparation, and day-to-day tasks.
o Help organize employee activities and welfare programs, including trainings and company events.
3. Regulatory Compliance (Government Registrations, Accreditations, and Licenses)
o Oversee and manage the filing, renewal, and maintenance of all required government registrations and licenses (e.g., business permits, tax certificates, regulatory body accreditations).
o Ensure that the organization holds valid and up-to-date business permits and licenses at all times.
o Prepare and submit necessary documents for government or industry accreditations (e.g., environmental permits, labor certifications, health and safety accreditations).
o Track the validity of certifications and accreditations, ensuring timely renewals.
o Stay updated on changes in government policies, regulations, and legal requirements that affect business operations.
o Monitor deadlines and maintain schedules to avoid penalties for late submissions or lapses in licenses or registrations.
o Ensure that the company complies with all relevant industry-specific regulations (e.g., health and safety standards, environmental laws, corporate governance regulations).
o Maintain organized records of all government-related filings, communications, permits, and licenses.
o Ensure that documents are easily accessible for audits or inspections by government agencies or internal teams.
o Serve as the primary point of contact between the company and government bodies for issues related to permits, licenses, and accreditation.
o Provide regular updates to management on the status of registrations, licenses, and accreditations.
o Advise management on compliance risks and develop strategies to mitigate these risks.
o Ensure compliance with new regulations and advise on any necessary adjustments to business operations.
Qualifications:
1. Education:
o Bachelor’s degree in Business Administration, Office Management, or a related field is a plus.
2. Experience:
o 6 months – 3 years Prior experience in administrative, clerical and compliance work is a plus but not always required.
3. Skills:
o Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
o Verbal and written communication skills in English and Filipino.
o Strong organizational skills with attention to detail.
o Ability to multi-task and manage time efficiently.
o Problem-solving abilities to address day-to-day challenges in an office environment.
4. Personal Attributes:
o A proactive and positive attitude.
o Willingness to learn and adapt to new administrative technologies and procedures.
o Professional demeanor and ability to maintain confidentiality.