Administrative Liaison Assistant

Job Summary:

The Administrative Liaison Assistant provides day-to-day administrative and operational support to ensure the smooth and efficient functioning of the organization. This role is responsible for coordinating administrative tasks, maintaining records and documents, assisting with office and facility requirements, and supporting various departments with their administrative needs.

Responsibilities:

• Provide general administrative and clerical support to the organization and various departments.
• Prepare, organize, file, and maintain company documents, records, reports, and administrative files.
• Coordinate with Local Government Units (LGUs), government agencies, and other regulatory offices for company permits, licenses, registrations, clearances, and other compliance requirements.
• Process and monitor business permits, barangay clearances, mayor’s permits, sanitary permits, fire safety requirements, and other applicable government documents.
• Monitor the validity and renewal dates of permits, licenses, registrations, and other government-related requirements to ensure timely compliance.
• Liaise with government offices and authorized representatives regarding submissions, follow-ups, payments, inspections, and other regulatory matters.
• Coordinate with internet, telecommunications, utilities, and other service providers for installation, maintenance, upgrades, troubleshooting, billing, and account-related concerns.
• Assist in coordinating office utilities and essential services, including electricity, water, internet, telephone, and other operational requirements.
• Coordinate with suppliers, contractors, landlords, building administration, and service providers for office and facility-related concerns.
• Monitor office supplies, equipment, and administrative resources and coordinate replenishment when necessary.
• Assist in processing purchase requests, invoices, reimbursements, payments, and other administrative documents.
• Maintain accurate records of permits, contracts, service agreements, utility accounts, government transactions, and other administrative documentation.
• Assist in coordinating office maintenance, repairs, and facility requirements to ensure a safe, clean, and functional workplace.
• Support company events, meetings, inspections, and other organizational activities.
• Ensure that administrative processes and documentation comply with company policies and applicable government requirements.
• Perform other administrative and operational duties as may be assigned from time to time.

Qualifications:

• Bachelor’s degree in Business Administration, Office Administration, Management, or a related field.
• At least 2 –3 years of experience in administrative, office operations, facilities, or a similar role.
• Experience in LGU transactions, permit processing, government documentation, and regulatory requirements is an advantage.
• Experience coordinating with internet, telecommunications, utilities, suppliers, contractors, and service providers.
• Proficient in Microsoft Office and/or Google Workspace, particularly Word/Docs, Excel/Sheets, and email.
• Strong organizational and time-management skills with the ability to manage multiple administrative requirements simultaneously.
• Good written and verbal communication skills.
• Detail-oriented and able to maintain accurate records and documentation.
• Strong follow-up and coordination skills.
• Able to work independently and handle confidential company information appropriately.
• Reliable, proactive, resourceful, and able to resolve routine administrative concerns efficiently.
• Willing to conduct fieldwork and government/office-related transactions when required.