Administrative Specialist/Assistant, San Juan

PRIMARY PURPOSE

• Is in-charge in all administrative concerns and performs HR functions of the organization

DUTIES AND RESPONSIBILITIES

Administrative Task

• Process permits Renewal (Business Permit) for JCC and JCMY (Annual)
• Process Building permit (When necessary)
• Prepares Secretary Certificate (As requested)
• Prepares Letter of Intent (As needed)
• Monitors renewal and is in-charge in dissemination of updated PCAB License to requesting department (Annual)

In-charge as custodian in safekeeping of documents related to:

• Business Permits
• Secretary's Certificate
• Letter of Intent
• Securities & Exchange Commission
• PCAB License
• Receipts related to monthly office unit rental
• In-Charge in monitoring of unit rentals, renewal of lease contract and preparation of payment request (As of date of payment)
• In-charge in monthly schedule for pest control
• Coordinates with service provider for repairs and maintenance of aircon, office equipment and other facilities (As needed)
• Ensures cleanliness and orderliness in all unit premises. Post reminders
• In-charge in receiving of Billing/Statement of Account related to rental, repairs/maintenance and upgrades, expenses during meeting and company events
• Monitor inventories for HR Supply and is in charge of request and supply of new hires
• Monitors and is in-charge for medicine supplies
• Issues Accountability form for non-consumable supplies office equipment such as PC/Laptop in coordination with IT Department
• Secures vehicle stickers and gate pass
• Coordinates with requesting department regarding calling card printing and coordination with the supplier
• Facilitate Internet connection for new projects (other technical concerns shall be dealt with by the IT Department)
• In charge in sourcing of venue and suppliers as well as preparation of comparative costing during company activities and events (Annual)
• In charge in office decorations during events or as requested
• Issuance of Company ID for semi-monthly paid employees
• Preparation of Birthday greetings and posting in Viber group
• Preparation of announcements and other activities in Viber group
• Other task that may be assigned from time to time

Additional Task

• Review and audit of 201 file of workers (Twice a month) to check the completeness and lacking pre-employment requirements using 201 audit/review checklist
• In-charge in background checking of potential candidates
• In-Charge as verifier of the authenticity of NBI clearance and PRC licenses
• Monitoring and timely releasing of performance evaluation form for probationary employees (3rd and 5th month) and for regular/permanent employees (annually) and for Project-based employees as needed and prior to movement (change in salary/change in position)
• Prepare monitoring sheet as well
• Routing of inter-office memo
• Minutes of meeting taker during HR Dept. meeting
• Posting HR memos and pictures of company events/activities in HR Bulletin board

In-charge in ATM/Pay card internal control such as but not limited to:

• Coordination with HR coordinator for request of Pay card
• Sending and transmittal of pay card to HR coordinator
• Encoding of new pay cards
• Preparation and issuance of Training Bond agreement for employees with approved training request

REPORTS FOR SUBMISSION / TIMELINE / KPI

• Audit report of 201 file (workers) to be submitted within 5 days from audit
• Monitoring sheet of Probationary Employees showing schedule of evaluation and regularization date as well as the rating
• Monitoring sheet of Regular employees showing schedule of evaluation and rating
• Monitoring sheet of project Based employee with evaluation

EDUCATION, TECHNICAL CAPABILITY & CAREER

• Bachelors Degree Any business-related course, but a graduate of BS Psychology & Human Resource Management is a plus
• With 12 years of experience in administrative works
• Proficient in MS Office application (Word, Excel and PowerPoint)
• Excellent in oral and written communication
• Detailed and result oriented