Admin Assistant - Bidding and Permits

Firmbuilders Inc.; Mandaluyong; On-site; PHP 223,200 - 312,480; Full time

Job summary

Firmbuilders Inc. in Mandaluyong is seeking an Admin for Permits and Bidding to support the preparation, processing, and monitoring of permits, licenses, accreditations, and bidding requirements.

This role ensures timely submission of documents and regulatory compliance. You will coordinate with government agencies, internal departments, clients, and suppliers; maintain filing systems; track renewal schedules; and assist in bidding documents and reporting.

Qualifications

• High School Diploma, Vocational Course, or College Level; Bachelor's Degree is an advantage.
• At least 1–3 years of experience in administrative, permits processing, documentation, or bidding-related roles.
• Knowledge of government permits, licenses, and bidding procedures is an advantage.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational, documentation, and time management skills.
• Excellent verbal and written communication skills.
• Ability to work under pressure and manage multiple deadlines.
• Detail-oriented with strong analytical and problem-solving abilities.
• Willing to coordinate with government agencies and attend fieldwork when necessary.

Responsibilities

• Prepare, submit, and monitor permit applications, licenses, and accreditation requirements.
• Track status and renewal schedules of permits, licenses, and registrations.
• Coordinate with departments to gather documents for bidding and permits.
• Assist in preparing, reviewing, and submitting bidding documents and proposals.
• Maintain an organized filing system for permits, contracts, bidding documents, and related records.
• Ensure compliance with company policies, regulations, and client requirements.
• Communicate with government offices, suppliers, contractors, and clients regarding permits and bidding.

Skills

Organizational skills

Time management

Verbal and written communication

Attention to detail

Education

High School Diploma or Vocational Course or College Level

Bachelor's Degree is an advantage

Tools

Microsoft Office

Job description

On-site - Mandaluyong 1-3 Yrs Exp High/Senior High School Full-time

Job Description

The Admin for Permits and Bidding is responsible for assisting in the preparation, processing, and monitoring of permits, licenses, accreditations, and bidding requirements. The role ensures timely submission of documents, compliance with government regulations, and efficient coordination with internal departments, clients, and government agencies.

Job Responsibilities

• Prepare, compile, and submit permit applications, licenses, and accreditation requirements to government agencies and private clients.
• Monitor the status, validity, and renewal schedules of permits, licenses, and company registrations.
• Coordinate with various departments to gather and organize documents required for bidding and permit applications.
• Assist in the preparation, review, and submission of bidding documents, proposals, and supporting requirements.
• Maintain an organized filing system for permits, contracts, bidding documents, and related records.
• Ensure compliance with company policies, government regulations, and client requirements.
• Communicate and coordinate with government offices, suppliers, contractors, and clients regarding permit and bidding concerns.
• Track bidding opportunities and assist in the timely preparation and submission of bid requirements.
• Prepare reports and updates regarding permit status, bid submissions, and compliance requirements.
• Perform administrative tasks such as document control, data entry, correspondence, and record management.
• Support management with special projects and other administrative duties as assigned.

Qualifications

• High School Diploma, Vocational Course, or College Level; Bachelor's Degree is an advantage.
• At least 1–3 years of experience in administrative, permits processing, documentation, or bidding-related roles.
• Knowledge of government permits, licenses, and bidding procedures is an advantage.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational, documentation, and time management skills.
• Excellent verbal and written communication skills.
• Ability to work under pressure and manage multiple deadlines.
• Detail-oriented with strong analytical and problem-solving abilities.
• Willing to coordinate with government agencies and attend fieldwork when necessary.