Admin Officer

1. Billing & Financial Documentation

• Billing Management: Monitor and process monthly billings for telecommunications (Smart, Globe, Dito, PLDT), Petron Fleet cards, and Head Office utilities (light and water).
• Business Central (BC) Processing: Encode all billings and credit card transactions into Business Central. Ensure all documents are correctly linked to Purchase Invoices and process payment requests.
• Payment Tracking: Ensure all recurring expenses (rentals, utilities, insurance) are paid on time to avoid service disruptions or penalties.
• Inventory & Invoicing: Monitor sales invoices and coordinate with relevant departments to ensure complete inventory records.

2. Lease & Contract Administration

• Rate Negotiation: Negotiate rental rate increases for retail stores to optimize operational costs.
• Contract Management: Maintain an updated database of all retail and office lease contracts, ensuring renewals are handled proactively.
• Security Deposits: Manage applications and tracking for security deposits and new service lines.

3. Vendor & Stakeholder Coordination

• Vendor Management: Request and set up vendor codes, ensuring all information is accurate and compliant.
• Liaison Duties: Act as the main point of contact for vendor concerns and coordinate directly with suppliers to resolve billing or service issues.
• Escalation Handling: Endorse Expense Control Forms (ECF) for telecom over-usage, store penalties, or late openings for management approval.

4. Compliance & Legal Support

• Permits & Licensing: Handle yearly business permit renewals (online) for all locations and prepare NTC requirements for annual submissions.
• Insurance: Monitor and process renewals for Head Office and Retail Store insurance policies.
• Documentation: Prepare formal letters and SEC Certifications; manage the notarization process and maintain a secure filing system.
• Work Permits: Request and manage working permits for maintenance or specialized jobs at the Head Office.

5. Periodic Workflow

• Daily – Monitor Email/Viber for urgent tasks; Encode credit card billings; Coordinate with vendors.
• Monthly – Monitor and pay Telecom, Petron, Utilities, and Rentals; Process ECFs for penalties."
• Yearly – Business Permit renewals; NTC requirements; Insurance renewals.

QUALIFICATIONS

• Graduate of Bachelor’s degree in Business Administration or a related field.
• At least one (1) year of working experience in purchasing and billing management.

KEY SKILLS

1. Technical Competencies

• ERP Proficiency (MS Office, Google Sheet): Ability to accurately encode billings, link documents to Purchase Invoices, and process payment requests within the system.
• Financial Literacy & Data Entry: High level of accuracy in encoding credit card billings and utility expenses. Understanding of basic accounting principles (e.g., matching invoices to payments).
• Vendor & Contract Management: Ability to manage vendor codes and maintain an organized database of rental contracts, ensuring no expiration dates are missed.
• Regulatory Knowledge: Familiarity with the documentation and processes for SEC Certifications, NTC yearly renewals, and LGU Business Permit applications.

2. Operational Competencies

• These skills ensure the day-to-day workflow (Viber, Email, Utilities) stays on track.
• Attention to Detail: Meticulousness in checking telecom over-usage, penalties, and ensuring every "sim" line or insurance policy is accounted for.
• Process Monitoring: The ability to "own" a cycle (e.g., the Petron fleet or Telecom monthly cycle) from billing receipt to final payment endorsement.
• Multi-channel Coordination: Proficiency in managing tasks and communication across different platforms simultaneously (Email for formal letters, Viber for quick store/vendor updates).
• Ability to prioritize multiple task.

3. Behavioral Competencies (Soft Skills)

• Proactivity: Doesn't wait for a bill to be overdue; follows up with providers (Smart, Globe, Meralco, etc.) before the deadline.
• Integrity: High level of trustworthiness, as the role involves handling credit card billings, security deposits, and sensitive SEC documents.
• Conflict Resolution: Ability to handle "penalties occurred in stores" or "late opening" concerns with a calm and professional demeanor when coordinating with store managers.
• Organization: The ability to prioritize "Individual Tasks" versus "Yearly Renewals" without letting regular monthly billings slip through the cracks.
• With good communication & writing skills, professional phone and email etiquette.
• Reliable & punctual especially in terms of attendance.

Benefits:

• Company Christmas gift
• Company events
• Employee discount
• Opportunities for promotion
• Pay raise
• Promotion to permanent employee

Work Location: In person