Corporate Administration Staff

Instalimb Solutions Philippines Inc.; Makati; On-site; PHP 240,000 - 360,000; Full time

Job summary

Instalimb Solutions Philippines Inc. is seeking a Corporate Administration Staff to manage government compliance, office operations, documentation, asset control, and administrative coordination under the HR & Admin Manager.

The role focuses on securing permits, licenses, renewals, and regulatory filings with Philippine agencies, maintaining records, coordinating with IT from Japan HQ, and supporting meetings, travel, and procurement.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Information Technology, or related field preferred.
• At least 3 years of experience in corporate administration, compliance, office administration, or related roles.
• Strong experience handling Philippine government permits, licenses, and compliance requirements.
• Fluent English communication skills, both written and verbal, are required.
• Strong organizational, planning, documentation, and record management skills.
• Highly organized, dependable, detail-oriented, and capable of independently handling responsibilities and deadlines.
• Strong sense of accountability, professionalism, confidentiality, and accuracy in handling company documents and sensitive information.
• Proficient in Microsoft Office and Google Workspace.
• Basic knowledge in computer setup, account administration, office IT support, and office equipment maintenance is an advantage.
• Able to follow structured procedures, compliance requirements, and company policies accurately.
• Resourceful, proactive, and capable of handling multiple responsibilities in a fast-paced environment.
• Able to professionally represent the company in external transactions and communications.

Responsibilities

• Take primary responsibility for the processing, renewal, monitoring, and compliance of all government-related permits, licenses, and registrations.
• Monitor permit expiration dates, submission deadlines, compliance schedules, and regulatory requirements to ensure no lapse in company compliance.
• Maintain professional coordination and communication with related government agencies.
• Handle confidential company documents and transactions with professionalism, integrity, and discretion.
• Maintain organized filing systems and documentation for permits, contracts, company records, employee files, and administrative documents.
• Ensure proper documentation control, monitoring logs, trackers, and administrative reporting.
• Support day-to-day office administration and branch operations.
• Manage office facilities maintenance and repairs when needed.
• Handle lease agreements and other supplier contracts; verify suppliers.
• Ensure proper office housekeeping, organization, and compliance with building and garbage management policies.
• Manage procurement and inventory of office supplies and equipment.
• Ensure proper issuance, allocation, tracking, accountability, return, and inventory management of company devices and assets.
• Assist in organizing meetings, trainings, workshops, activities, travel arrangements, accommodations, and administrative expense processing.
• Assist in laptop and desktop setup, employee account creation, access management, and onboarding/offboarding procedures.
• Maintain company devices and office equipment following IT security procedures.
• Coordinate with HQ or external IT for issues and escalations.
• Provide first-level troubleshooting for connectivity, printers, and basic hardware/software concerns.
• Maintain accurate inventory and monitoring of all IT assets and office devices.
• Basic IT knowledge and willingness to learn preferred.

Skills

Fluent English

Strong organizational skills

Detail-oriented

Compliance management

Education

Bachelor's degree in Business Administration or related

Tools

Microsoft Office

Google Workspace

Job description

Position: Corporate Administration Staff

The Corporate Administration Staff will work under the supervision of the HR & Admin Manager and independently handle corporate administration, government compliance, office operations, documentation management, office asset control, and administrative coordination tasks.

Job Summary

This position plays a critical role in ensuring that all company permits, licenses, regulatory requirements, records, and administrative processes are properly organized, monitored, secured, and completed on time. The role requires a highly organized, dependable, detail-oriented, and trustworthy individual who can manage sensitive information and execute tasks accurately with minimal supervision.

A major focus of the role is handling Philippine government compliance requirements, including processing and monitoring permits, licenses, renewals, registrations, and coordination with government agencies to ensure full legal and operational compliance of the company.

The role also supports office IT administration and company asset management, including laptop setup, account administration, employee device assignment, and implementation of IT and security procedures under the guidance of the Japan headquarters’ IT department.

Key Responsibilities;

• Take primary responsibility for the processing, renewal, monitoring, and compliance of all government-related permits, licenses, and registrations, including but not limited to: Business Permits, BIR registrations and compliance requirements, DOLE compliance, Barangay and Mayor’s permits, Fire Safety Inspection Certificates, SSS, PhilHealth, and Pag-IBIG requirements, SEC, FDA and other regulatory documents.

• Monitor permit expiration dates, submission deadlines, compliance schedules, and regulatory requirements to ensure no lapse in company compliance.

• Maintain professional coordination and communication with related government agencies.

• Handle confidential company documents and transactions with professionalism, integrity, and discretion.

Corporate Administration & Office Operations

• Maintain organized filing systems and documentation for permits, contracts, company records, employee files, and administrative documents in both physical and electronic formats.

• Ensure proper documentation control, monitoring logs, trackers, and administrative reporting.

• Support day-to-day office administration and branch operations.

• Manage office facilities maintenance and repairs when needed.

• Handle lease agreements and other supplier contracts. ]

• Supplier verifications and proper record keeping.

• Ensure proper office housekeeping, organization, and compliance with building and garbage management policies.

• Manage procurement and inventory of office supplies and equipments

• Ensure proper issuance, allocation, tracking, accountability, return, and inventory management of company devices, office equipment, tools, and other company assets assigned to employees.

• Assist in organizing meetings, internal trainings, workshops, company activities, travel arrangements, accommodations, and administrative expense processing.

IT & Asset Administration Support

• Assist in laptop and desktop setup, employee account creation, access management, and onboarding/offboarding procedures.

• Maintain company devices and office equipment following company standards and IT security procedures.

• Implement account setup, access control, security settings, and IT administrative procedures based on the instructions and policies of the Japan headquarters.

• Coordinate with headquarters or external IT specialists regarding technical issues and escalations.

• Provide first-level troubleshooting for:internet connectivity, printers and office equipment, basic hardware/software concerns, user support issues

• Maintain accurate inventory and monitoring of all IT assets and office devices.

• Advanced IT expertise is not required; however, basic IT knowledge, willingness to learn, and ability to follow IT procedures accurately are highly preferred.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Information Technology, or related field preferred

• At least 3 years of experience in corporate administration, compliance, office administration, or related roles

• Strong experience handling Philippine government permits, licenses, and compliance requirements

• Fluent English communication skills, both written and verbal, are required

• Strong organizational, planning, documentation, and record management skills

• Highly organized, dependable, detail-oriented, and capable of independently handling responsibilities and deadlines

• Strong sense of accountability, professionalism, confidentiality, and accuracy in handling company documents and sensitive information

• Proficient in Microsoft Office and Google Workspace

• Basic knowledge in computer setup, account administration, office IT support, and office equipment maintenance is an advantage

• Able to follow structured procedures, compliance requirements, and company policies accurately

• Resourceful, proactive, and capable of handling multiple responsibilities in a fast-paced environment

• Able to professionally represent the company in external transactions and communications