Administrative Officer

REPORTS TO: HR SUPERVISOR/RESORT MANAGER (OR PRESIDENT, IF NO RM)

JOB SUMMARY:

The Administrative Officer is responsible for providing comprehensive administrative, documentation, and coordination support to Management and various departments. The position ensures efficient office operations, effective records management, compliance with company policies and regulatory requirements, and proper administration of employee-related assets and benefits, including uniforms, identification cards, company-issued devices, health insurance, and fixed assets of the resort.

• Administrative and Office Operations
• Provide administrative support to Directors, Officers, and Management to ensure the smooth and efficient operation of the office.
• Prepare, organize, and maintain official records, correspondence, reports, and internal documents.
• Assist in the preparation, documentation, and timely distribution of minutes of meetings, memoranda, and official communications.
• Coordinate schedules, meetings, and appointments as required by Management.
• Ensure the proper implementation and consistent application of office policies, procedures, and administrative systems.
• Documentation and Records Management
• Prepare, review, and process legal and administrative documents such as contracts, agreements, waivers, and related documentation.
• Maintain accurate, complete, and confidential records of official documents, transactions, and correspondence.
• Establish and maintain systematic filing, document control, and archiving procedures to ensure accessibility and compliance.
• Monitor document status and ensure the timely completion, submission, and retrieval of required paperwork.
• Coordination with Government and External Agencies
• Serve as the primary liaison between the company and government offices for regulatory, licensing, and compliance requirements.
• Process applications, renewals, and follow-ups for permits, licenses, certifications, and other statutory requirements.
• Ensure timely submission of documents and compliance with applicable laws, rules, and regulations.
• Permits, Licenses, and Certificates Management
• Process, monitor, renew, and safeguard all company permits, licenses, and certificates required for business operations.
• Maintain an updated monitoring system and renewal schedule to ensure continuous validity of permits and certifications.
• Coordinate with regulatory bodies to address compliance requirements, audits, and inspections.
• Ensure availability of required permits and certificates for internal and external audits and official verification.
• Employee Administrative Support (Uniforms, IDs, Devices, and Health Insurance)
• Administer the issuance, replacement, and monitoring of company uniforms in accordance with established company policies.
• Coordinate the preparation, issuance, updating, and retrieval of employee identification cards (IDs).
• Manage the issuance, inventory, accountability, and retrieval of company-issued devices and equipment, including mobile phones, laptops, tablets, and access cards.
• Maintain accurate records, acknowledgment receipts, and return documentation for all issued uniforms, IDs, and devices.
• Administer employee health insurance enrollment, updating, and termination in coordination with the Human Resources Department and insurance providers.
• Maintain accurate and confidential health insurance records and ensure timely submission of insurance-related documents and reports.
• Assist employees with health insurance-related coordination and documentation, as required.
• Fixed Asset Management
• Maintain and monitor a comprehensive registry of all resort fixed assets, including furniture, fixtures, equipment, and other company-owned properties.
• Ensure proper documentation, tagging, and recording of all fixed assets, including acquisition details, location, condition, and assigned accountability.
• Prepare and maintain asset-related documents such as Asset Acknowledgment Receipts (AAR), transfer forms, and disposal records.
• Coordinate with departments for asset issuance, transfer, inventory, and retrieval.Conduct periodic physical inventory and reconciliation of fixed assets to ensure accuracy of records.
• Report discrepancies, losses, or damages and coordinate necessary documentation for investigation and resolution.
• Assist in asset disposal, write-offs, and retirement in accordance with company policies and approval procedures.
• Ensure safekeeping and organization of all asset-related documents for audit and compliance purposes.
• Compliance and Internal Control Support
• Ensure adherence to internal administrative policies, procedures, and control measures.
• Assist in internal audits, compliance reviews, and inspections by providing accurate documentation and records.
• Report administrative discrepancies, risks, or policy violations to Management for appropriate action.
• Other Responsibilities
• Perform other administrative and clerical tasks as may be assigned by Management from time to time.
• Provide administrative support to other departments as required.
• Assist in special projects, company initiatives, and internal activities that require administrative coordination.

Qualifications:

• Bachelor’s Degree in Business Administration, HR Management, Office Administration, or related field.
• With at least 1 year administrative experience preferred.
• Knowledgeable in office administration, documentation, records management, and compliance.
• Familiar with permits, licenses, government transactions, and fixed asset monitoring.
• Proficient in Microsoft Office Applications.
• Strong communication, organization, and multitasking skills.
• Able to maintain confidentiality and work with minimal supervision.
• Professional, detail-oriented, and reliable.
• Willing to do fieldwork and government coordination when needed.