Admin Assistant (Cebu)

JOB SUMMARY
Responsible for processing and monitoring government permits and licenses required for the opening, operation, renewal, transfer, amendment, closure, and retirement of company stores and facilities, ensuring that all requirements are submitted accurately and within the required timelines.

DUTIES & RESPONSIBILITIES:

1. New Store / New Business Permit Application

• Process government permits and licenses required for newly opened stores and business locations.

• Prepare and compile documentary requirements for applications.

• Coordinate with relevant government offices, including City/Municipal Hall, BIR, BFP, OBO, Barangay, Health/Sanitary Office, and other regulatory agencies as applicable.

• Process applications for:

• Barangay Clearance o Business/Mayor's Permit

• BIR registration and related requirements

• Sanitary Permit o Fire Safety Inspection Certificate (FSIC)

• Occupancy/Building-related permits

• Signage Permit

• Other local and national government permits applicable to the business

• Monitor application status and follow up with government offices until approval and release.

• Coordinate with mall/property management and internal departments for documents required for permit applications.

• Ensure permits are secured before store opening or business operation.

2. Permit Renewal and Compliance Monitoring

• Maintain a monitoring system for all permits and licenses.
• Monitor expiration dates and renewal deadlines.
• Prepare renewal requirements and coordinate timely submission.
• Follow up pending applications, assessments, payments, inspections, and permit releases.
• Ensure updated copies of permits are properly filed and available at the respective stores.
• Monitor compliance with government requirements, inspections, and notices.

3. Store Closure/Permit Retirement

• Process the closure, cancellation, retirement, or termination of government permits for stores that have ceased operations.
• Prepare required documents, letters, affidavits, and applications for permit retirement.
• Coordinate with City/Municipal Hall, BIR, Barangay, BFP, Health/Sanitary Office, and other concerned government agencies.
• Monitor closure applications from submission until final approval/retirement.
• Secure certificates, clearances, retirement documents, or other proof of closure.
• Coordinate with Finance/Accounting, Operations, Legal, and other departments for outstanding taxes, fees, penalties, and government requirements.
• Ensure that retired permits are properly documented and reflected in the company's permit monitoring records.

4. Government Office Coordination

• Act as a liaison between the company and government offices regarding permits and regulatory requirements.
• Attend government office transactions, inspections, assessments, and meetings when required.
• Coordinate corrections or additional requirements requested by government agencies.
• Escalate issues, delays, penalties, or compliance concerns to the Admin Supervisor/Manager.

5. Documentation and Filing

• Maintain complete and organized records of permits, applications, receipts, clearances, certificates, and supporting documents.
• Ensure both soft and hard copies are properly filed.
• Update the company's permit database/monitoring file regularly.
• Maintain historical records of active, expired, renewed, and retired permits.
• Ensure documents are properly endorsed to stores and concerned departments. 6. Store Opening Coordination
• Coordinate with Operations, Leasing, Finance, Legal, IT, and other departments regarding permit requirements for new stores.
• Prepare a permit checklist and timeline for every new store.
• Monitor permit status against the target store opening date.
• Identify delays or missing requirements that may affect the opening schedule.
• Provide regular status updates to the Admin Supervisor/Manager and concerned stakeholders.

7. Government Assessments and Inspections

• Coordinate scheduled government inspections and assessments.
• Assist in preparing documents and requirements for inspections.
• Monitor findings, deficiencies, and compliance requirements.
• Coordinate corrective actions with the concerned departments.
• Track the completion and closure of inspection findings.

8. Administrative and Reporting Duties

• Prepare weekly/monthly permit status reports.

• Provide updates on:

  • New store applications
  • Permit renewals
  • Pending applications
  • Government assessments
  • Inspections o Store closures/retirements
  • Expired or upcoming permits

• Maintain an updated master list of all company permits.

• Perform other administrative and compliance-related tasks assigned by the Admin Supervisor/Manager.

QUALIFICATIONS:

• Bachelor's degree or relevant experience in Business Administration, Office Administration, Management, or related field
• Preferably with experience in government permits, business permits, compliance, or administrative operations
• Knowledge of Philippine local government permit processes is an advantage
• Good communication and coordination skills
• Organized and detail-oriented
• Strong follow-up and monitoring skills
• Proficient in Microsoft Office/Google Workspace
• Able to handle multiple stores/applications simultaneously
• Willing to travel to government offices and company locations when required
• Willing to be trained at Quezon City for 30 days