The Administrative Manager is responsible for managing and supervising all administrative functions of the company to ensure efficient, secure, and compliant operations. This role covers general administration, compliance with government regulatory requirements, management of expatriate/foreign employee documentation, planning and reporting, and close coordination with key stakeholders. The position requires strong knowledge of DOLE processes, government permits, FDA and BOC regulations, and administrative planning.

Key Responsibilities

1. Administrative Operations

• Oversee day-to-day office administration, facilities, supplies, and support services.
• Supervise the administrative team and ensure smooth execution of tasks.
• Develop and implement administrative policies, systems, and procedures to improve efficiency.

2. Compliance & Government Permits

• Ensure compliance with government regulations, particularly those required by the Department of Labor and Employment (DOLE).
• Process, renew, and monitor permits, licenses, and regulatory documents including:
• Building Permit
• Occupancy Permit
• Barangay Permit
• Business Permit
• Sanitary Permit
• Fire Certificate
• Signage Permit
• BIR 2303
• SEC Corporation registration and GIS filing
• FDA Registration of new products
• Monitor renewals of:
• Bureau of Customs (BOC)
• FDA
• SEC GIS
• LTO (vehicle registration)
• Insurance coverage
• Mall contracts and security deposits
• Fire extinguisher expiration dates

3. Expatriate/Foreign Employee Management

• Handle documentation and legal requirements for expatriates and foreign employees, including:
• 9G Visa (BOI)
• Alien Employment Permit (AEP - DOLE)
• Quota, Retirement, and Tourist Visa renewals
• Liaise with DOLE, Bureau of Immigration, and other government agencies to ensure compliance.
• Support expatriates in their integration by coordinating housing, visa processing, and other administrative needs.

4. Planning & Reporting

• Prepare and submit periodic administrative, compliance, and operational reports to management.
• Develop resource planning, budget forecasts, and performance reports.
• Provide data-driven insights for management decision-making and continuous process improvement.

5. Coordination & Support

• Collaborate with HR, Finance, Operations, and Customer Care teams to align administrative processes with company objectives.
• Work with Customer Care and Mall Administration teams to resolve escalated concerns.
• Support special projects, company expansion initiatives, and management directives.
• Maintain confidentiality and integrity of company and employee records.

6. Business & Supplier Relations

• Build and maintain strong relationships with mall administrators for new store openings, contract negotiations, and expansion discussions.
• Schedule and attend meetings with malls to align on expansion and development plans.
• Manage partnerships with suppliers and service providers, including:
• Banks
• Visa processing suppliers
• Insurance providers
• Pharmacists
• Customs brokers
• Real estate or condo unit brokers for expatriates
• Other key vendors

Qualifications

• Bachelor’s degree in Business Administration, Management, or equivalent.
• Minimum 5 years of experience in administrative management, preferably in cosmetics, retail, or FMCG industries.
• Proven experience in handling DOLE permits, expatriate/foreign employee requirements, and regulatory compliance.
• Strong organizational, leadership, and problem-solving skills.
• Excellent interpersonal and communication abilities; able to effectively interact with both local and foreign employees.
• Proficient in MS Office and administrative systems.