Administrative Specialist

JOB SUMMARY:
The Admin Specialist is responsible for ensuring that company contracts monitored, in place and compliance to contract requirements. She is also responsible in obtaining, monitoring, and maintaining the permits and licenses of the company. Managing the Tools of Trade of employees and documents management of company vehicles including issuance of Deed of Absolute Sale for the transfer of ownership to the assignees and/or buyers. Providing effective and efficient Administrative and logistical support to Aboitiz Foods employees. Also do secretarial works and logistical support to some Executives.

DUTIES AND RESPONSIBILITIES:

REGULATORY AND COMPLIANCE

Updates, maintains information and ensures timely registrations or renewals with the appropriate government agencies of the following company properties and permits:

• Company Vehicles
• Real Properties
• Business Permits
• Other Company Permits and Licenses under Administration
• Processing of the closure of Business Permit of Branch, Depot or Warehouse

Renewal of Permits

1. Accomplished all forms (notarized)
2. Monitor, coordinate with other concerned dept.
3. Coordinate with LGU Agencies
4. Ensure on time renewal of permits
5. Preparation of the order of payment

Permits for new Projects

1. Act as Liaison Officer for the processing of Building Permit, Occupancy Permit, Fire Safety Certificate and Municipal Business Permit

Ensures that all the necessary documents and permits are current during Audit both Internal and External Audit like Business Permits, Sanitary permits, Bureau of Fire Certificate, and others.

CONTRACT MANAGEMENT

Process renewal of Admin Contracts

1. To coordinate with the Legal Team for the drafting of the Contract.
2. Print and route to signatories
3. Facilitates notarial of Contracts
4. Safekeeps Original copies of duly Notarized Contracts

Contract Monitoring

1. Do periodic inventory of new and renewed contracts
2. Ensures completeness of Hard Copy and scan copy of ALL contracts
3. Ensure regular updating and encoding of contracts to iVALUA for Admin Contracts and does the validation of ALL Contracts.
4. Conducts orientation/awareness if needed on Contract requirements

TOOLS OF TRADE MANAGEMENT

1. Handles the processing and monitoring of tools of trade such as Globe plan or communication tools and fleet cards.
2. Ensures enrollment to ADA the plan and delisting of resigned employees from ADA.
3. Handles the safekeeping of OR/CR of company vehicles, monitors car registration and insurance and processing of DOAS when needed.
4. Facilitate the transfer of ownership in coordination with the buyer or assignee.
5. Ensuring that tools of trade of separated employees are cleared prior to signing of clearance. 

OTHER ADMINISTRATIVE FUNCTIONS

1. Handles the secretarial works and logistical support to some Executives including minutes taking and events coordination. 
2.  Attends the scheduled Admin meetings to address administrative concerns.
3. Process accreditation for all government agencies when necessary.
4. Provides other administrative and logistical support to all departments during the implementation of company sponsored activities and events.
5.  Any other tasks as maybe directed by the Immediate Superior or Department Team Leader.