Permits and Licenses Assistant

Job Summary

The Permits and Licensing Assistant provides administrative and coordination support in the processing, application, renewal, and release of permits and licenses required for the company’s planning and construction projects. The position assists in coordinating with LGUs and other government offices, preparing required documents, monitoring applications, and ensuring timely completion of regulatory requirements.

Key Responsibilities

1. Permits and Licensing Functions

• Assist in the preparation, application, processing, renewal, and release of permits and licenses related to company projects.
• Coordinate with LGUs and other government offices regarding permit and licensing requirements.
• Assist in scheduling and coordinating government inspections required for various permits and licenses.
• Prepare and organize documents and requirements needed for permit applications and renewals.
• Monitor the status of permit and license applications and conduct timely follow-ups with concerned offices.
• Maintain an updated monitoring file of permits, licenses, applications, and expiration dates.
• Assist in preparing accomplishment reports and other licensing-related reports.
• Report potential delays, compliance issues, penalties, or additional requirements to the immediate supervisor.
• Assist in implementing corrective measures to prevent delays, penalties, and fines.
• Help ensure that permits and licenses are processed within the required timelines while observing cost-saving measures.

2. Administrative and Financial Functions

• Assist in liaison and administrative transactions with LGUs and other government agencies.
• Assist in preparing and submitting Request for Purchase Orders (RPOs), payment requests, and other related documents.
• Prepare and organize supporting documents for government fees, permits, and licenses.
• Monitor payments and maintain records of official receipts and other supporting documents.
• Assist in monitoring fines, penalties, discounts, and other costs related to permit and licensing applications.
• Assist in ensuring that expenses are within the approved permits and licenses budget.
• Coordinate with Accounting and other concerned departments regarding payment and documentation requirements.

3. Personal Initiative and Company Compliance

• Assist in identifying and developing potential sales leads and business opportunities.
• Submit HR and administrative forms, reports, and other required documents accurately and on time.
• Attend company events, functions, seminars, training programs, and CPE activities punctually.
• Observe and comply with company policies, procedures, and regulations.
• Maintain professionalism when dealing with LGUs, government offices, suppliers, contractors, and other stakeholders.
• Perform other administrative and related tasks as may be assigned by the immediate supervisor or Management.

Qualifications

• Bachelor’s degree in Business Administration, Management, Office Administration, or any related course.
• Fresh graduates are welcome to apply.
• Preferably with experience in administrative work, government transactions, permits and licensing, or construction/property-related activities.
• Knowledge of LGU and government permit processes is an advantage.
• Proficient in Microsoft Office applications, particularly MS Word and MS Excel.
• Good communication and coordination skills.
• Organized, detail-oriented, and able to manage multiple documents and deadlines.
• Willing to conduct fieldwork and transact with government offices when required.
• Willing to work in San Fernando, Pampanga
• Responsible, reliable, and willing to learn.
• Able to work independently while following instructions and established procedures.