Admin Supervisor

Job Summary

The Admin Supervisor will oversee and manage the processing, application, renewal, and monitoring of business permits and other regulatory documents to ensure timely compliance with government requirements. The role involves coordinating with local government units (LGUs), government agencies, mall administration, and internal departments to ensure that all permits and licenses are secured and renewed within the prescribed deadlines.

Key Responsibilities

1. Permits and Licenses Processing

• Handle the application, processing, renewal, and monitoring of business permits and licenses.
• Coordinate with LGUs, city halls, barangays, BIR, and other relevant government agencies regarding permit requirements.
• Process and monitor permits such as Mayor’s/Business Permits, Barangay Clearances, Fire Safety Inspection Certificates, Sanitary Permits, and other applicable regulatory documents.
• Ensure the completeness and accuracy of documentary requirements before submission.
• Monitor application status and follow up with government offices to avoid delays.
• Maintain a master list of permits, expiration dates, renewal schedules, and pending applications.

2. Compliance Monitoring

• Ensure that all company branches, stores, and offices comply with applicable permit and licensing requirements.
• Monitor permit expiration dates and initiate renewal processes ahead of deadlines.
• Keep updated on changes in government regulations, documentary requirements, and processing procedures.
• Identify potential compliance issues and recommend corrective actions.

3. Coordination and Liaison

• Serve as the primary point of contact for permit-related concerns.
• Coordinate with mall administration, landlords, contractors, and internal departments regarding store opening requirements, renovations, and operational permits.
• Facilitate the processing of permits for new store openings, relocations, renovations, and business closures, when applicable.

4. Documentation and Reporting

• Maintain organized physical and digital files of permits, licenses, receipts, and supporting documents.
• Prepare regular reports on permit status, upcoming renewals, pending applications, and compliance concerns.
• Track processing expenses, government fees, and related administrative costs.
• Ensure proper documentation and safekeeping of original permits and official receipts.

5. Team Supervision

• Supervise and guide the administrative team handling permit applications and renewals.
• Assign tasks, monitor deadlines, and ensure timely completion of deliverables.
• Establish efficient tracking systems and standard procedures for permit processing.
• Provide regular updates to management regarding permit status and potential operational risks.

Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field.
• At least 2–3 years of relevant experience in administrative operations, permit processing, or regulatory compliance.
• Previous supervisory experience is an advantage.
• Experience coordinating with LGUs, government agencies, and mall administration is preferred.
• Knowledge of business permit applications, renewals, and regulatory documentation in the Philippines.
• Strong organizational, communication, coordination, and follow-up skills.
• Detail-oriented, proactive, and capable of managing multiple deadlines.
• Proficient in Microsoft Office, particularly Excel, for monitoring and reporting.

Key Competencies

• Permits and licenses management
• Regulatory compliance and documentation
• Government liaison and coordination
• Deadline and renewal monitoring
• Team supervision and task delegation
• Reporting and administrative control

Performance Indicators

• Timely completion of permit applications and renewals.
• Zero avoidable permit expirations due to missed deadlines.
• Accurate and updated permit monitoring records.
• Timely submission of compliance reports.
• Efficient resolution of pending permit applications and documentation issues.

Pay: Php25,000.00 - Php35,000.00 per month

Work Location: In person