ANNALYN ALVASON

Administrative Functions:

· Oversee cleanliness and functionality of CAI facilities, ensuring a conducive working environment.

· Provide comprehensive administrative assistance to the A&PM, including document preparation, filing, and invoice processing for license and permit renewals.

· Manage administrative duties such as filing, copying, scanning, and record-keeping to ensure efficient operations.

· Handle official correspondence and package deliveries, maintaining professionalism and promptness.

· Maintain a meticulous tracker for utility payments and lease agreements, ensuring timely processing.

· Prepare and submit billing requests for internet and fleet services, facilitating seamless financial transactions.

· Manage day-to-day vehicle arrangements and travel approvals, ensuring compliance with policies.

· Monitor and manage driver schedules and leaves, optimizing transportation logistics.

· Attend and lead weekly devotions, fostering a positive organizational culture.

· Provide assistance to community distribution efforts when required.

· Facilitate LTO processing for vehicle registration and related administrative tasks.

Procurement Support:

· Coordinate administrative supplies for the CO & TAP, from requisition to inventory management.

· Ensure timely mobilization of resources and procurement needs for projects and units.

· Prepare service requests for maintenance or replacement of equipment and supplies.

· Collaborate with stakeholders to identify procurement requirements and maintain budget compliance.

· Monitor procurement issues and ensure timely resolution in collaboration with the procurement team.

· Coordinate and request CAI activities, ensuring seamless execution.

· Manage cash advances and liquidation in accordance with organizational policies.

· Safeguard project supplies and equipment, ensuring proper storage and usage.

· Provide support for organizational events and functions, including logistics and venue arrangements.

· Maintain confidentiality and security of official records, both physical and digital.

· Facilitate insurance claims for organizational assets, ensuring timely processing.

· Conduct analysis of purchase requests and select appropriate procurement methods.

· Solicit quotations from suppliers, negotiate terms, and evaluate proposals for optimal procurement outcomes.

· Assist with hotel and flight bookings for staff, optimizing travel arrangements.

· Contribute to the development of the Annual Procurement Plan and ensure adherence.

· Conduct vendor assessments to ensure compliance with organizational values and policies.

· Support procurement lead time management and proactively address bottlenecks.

· Assist in purchase request processing, purchase order management, and invoice processing.

· Maintain comprehensive documentation of procurement activities, ensuring compliance with organizational standards.

Administrative Functions:

· Ensure cleanliness and functionality of CO facilities, maintaining a conducive work environment.

· Manage incoming correspondence, sorting and forwarding letters to appropriate recipients while maintaining organized records.

· Provide comprehensive administrative support to the A&PM for license and permit renewals, including document preparation, filing, and invoice processing.

· Perform various administrative duties such as filing, copying, scanning, and binding, while implementing effective records management practices.

· Handle official phone calls and manage package/letter deliveries to the CO promptly and professionally.

· Maintain accurate records and prepare payment requests for utilities, leases, and other recurring expenses.

· Generate monthly internet and telephone billing for TAP & CO offices, ensuring timely submission to the finance department.

· Coordinate day-to-day vehicle arrangements and ensure compliance with travel and vehicle policies.

· Assist with additional tasks as assigned by the line manager within FHP's scope of operations.

· Coordinate volunteer works with partner churches and engage in community outreach activities.

· Attend devotions regularly and lead when required, fostering a positive organizational culture.

· Participate in community service activities, ensuring an enjoyable experience for children and community members.

· Contribute to charitable initiatives by sharing resources with church partners and the community.

Procurement Support:

· Manage administrative supplies for the CO, from requisition to inventory management.

· Ensure timely mobilization of resources and equipment to meet organizational needs.

· Prepare service requests for maintenance, repairs, or installations as required.

· Follow up with procurement to address issues promptly and ensure resolution.

· Arrange refreshments for CO employees and visitors as needed.

· Facilitate timely cash advance requests and liquidations in accordance with organizational policies.

· Maintain proper storage and usage of project supplies and equipment.

· Report any incidents or emergencies to the line manager and ensure the well-being of staff.

· Support organizational functions and events, including logistics for corporate affairs.

· Maintain confidentiality and security of official records, both physical and digital.

· Assist with insurance claims for organizational assets, ensuring timely processing.

· Analyze purchase requests and select appropriate procurement methods based on established practices and policies.

· Solicit quotations from suppliers, negotiate terms, and evaluate proposals for optimal procurement outcomes.

· Support hotel and flight bookings for FH staff, optimizing travel arrangements.

Top of Form

Human Resources:

• Manage payroll processing and monthly billing with accredited agencies, ensuring accuracy and timeliness.
• Monitor employee regularization dates and maintain performance appraisal files, coordinating with relevant agencies and overseeing transitions absorbed by Akari.
• Conduct regular monitoring of store charges and inventory discrepancies across multiple locations, initiating corrective measures and deduction schedules as needed.
• Maintain updated HR files and databases, ensuring compliance with regulatory requirements.
• Facilitate resolutions for payroll errors and agency billing discrepancies, ensuring prompt resolution.
• Coordinate clearance processing for final pay computation and release, overseeing the signing of quitclaim and waivers.
• Prepare reports on monthly quotas, issuing notices to explain for underperforming employees.
• Manage issuance of uniforms, IDs, contracts, and Code of Conduct documents for new hires.
• Handle grievances and implement disciplinary procedures, preparing memoranda for agency personnel.
• Scout agencies and PESO offices for hiring advertisements and attend job fairs to fulfill company requirements.
• Conduct background checks and employee verifications as part of the hiring process.
• Conduct employee orientation sessions for new hires.
• Monitor physical offices and assets, ensuring proper issuance, receipt, and filing of liabilities in employee records.
• Ensure functionality and maintenance of office fixtures, furniture, and equipment, coordinating urgent repairs as necessary.

Procurement:

• Monitor stock levels and identify purchasing needs, researching potential vendors and tracking orders for timely delivery.
• Conduct market research to identify pricing trends and negotiate better prices with vendors.
• Prepare and maintain records of invoices, purchase orders, and other business documents.
• Confirm or change orders as needed and liaise with warehouse staff to ensure proper receipt and condition of delivered items.
• Prepare documentation for insurance claims related to vehicles and property.

Additional Responsibilities:

• Ensure cleanliness and functionality of CO facilities.
• Coordinate venue preparation and partner with the church for the First Friday Mass, making announcements to all staff members.

• Oversee payroll processing, ensuring accuracy and compliance with regulations.
• Maintain updated employment contracts for all staff members.
• Monitor employee regularization dates and maintain performance appraisal records.
• Track store charges and missing items from clients, coordinating deduction schedules with affected employees.
• Manage enrollment and disenrollment of employees with government agencies and administer mandated benefits such as SSS, PhilHealth, and PAG-IBIG.
• Maintain accurate HR files and databases, including timely submission of validated reports for government payments and employee benefits.
• Handle the end-to-end process of filing sickness and maternity claims for employees.
• Process payroll, including monitoring and tracking vacation and sick leave in the system.
• Resolve any payroll errors promptly and facilitate clearance processing for final pay computation.
• Ensure employees sign necessary quitclaim and waivers, attending to DOLE cases and SENA concerns as needed.
• Maintain and monitor physical offices and assets, ensuring proper documentation and filing.
• Prepare monthly KPI reports for employees and maintain individual employee files.
• Coordinate issuance of uniforms, IDs, contracts, and Code of Conduct documents for new hires.
• Address grievances and implement disciplinary procedures as required, preparing memoranda accordingly.
• Manage the hiring process, including drafting job ads and conducting background checks and employee verifications.
• Conduct employee orientations for newly hired staff members.
• Prepare and distribute internal and external memoranda, posting them on bulletin boards as necessary.
• Handle material requests and purchase office supplies for various departments.
• Manage HR department emails and assist with other tasks as assigned.

• Prepare billing and invoices for clients, ensuring accuracy and timeliness.
• Generate weekly payroll for drivers and helpers, maintaining compliance with labor regulations.
• Monitor store charges from clients and prepare authority to deduct for employees when necessary.
• Compile reports and billing for parking and rentals, ensuring proper documentation.
• Manage petty cash and ensure proper control and accountability.
• Prepare weekly reports on petty cash usage and facilitate liquidation processes.
• Maintain updated records of employee accountabilities.
• Assist in organizing office and truck files, ensuring efficient documentation management.
• Encode and file move-in and move-out information for tenants in staff housing facilities.

• Compile daily service reports from service engineers for in-house or field repairs, ensuring accuracy and completeness.
• Coordinate with customers to address their needs, promptly attending to calls and inquiries.
• Prepare service quotations for machine repairs, considering labor, parts, and other necessary expenses.
• Report directly to the Manager and Assistant Manager, providing updates on service operations.
• Take responsibility for preparing warranty claims for machines, ensuring timely submission and accuracy.
• Manage the operation copy for invoicing and billing customers, ensuring accuracy and completeness of financial transactions.

• Maintain office organization to streamline operations.
• Coordinate appointments and meetings, ensuring schedules are well-managed.
• Manage incoming and outgoing emails from branches and customers.
• Handle incoming calls and customer inquiries efficiently.
• Perform basic bookkeeping and document filing tasks.
• Prepare quotations and process customer billings accurately.
• Arrange travel bookings for CEO and engineer site visits.
• Assist in hiring processes by preparing and processing job advertisements.
• Liaise with agencies and government offices for hiring needs.
• Conduct background checks and verify employment details.
• Facilitate employee orientation sessions for new hires.
• Draft internal and external memorandums and post on bulletin boards.
• Manage email correspondence on behalf of superiors.
• Complete other assigned tasks as needed.