Responsibilities/Authorities:
1. Dual Function as admin assistant to the office of the President and CFO
· Serves as the primary contact point for the Office of the President and the CFO for both documents for signing as well as requests for meetings and appointments.
· Organize meetings which includes scheduling, sending reminders, invites and preparing Minutes of the Meeting.
· Ensuring that all confidential information and documents of the Execom and its members are kept secured and confidential.
· Performing minor accounting duties (reimbursement and payments) and system processing.
· Attending and pre-screening phone calls for the President and CFO.
· Processing Visitors of the President and CFO. Coordinating necessary requirements for entry, instructions for the visitors and other matters as needed (eg. Arrangement of venue, transportation and meal reservations.)
2. Retail Network Coordinator
· Serves as liaison between the Retail Network team and legal, engineering and the retail network manager.
· Maintains and organizes information related to all Unioil Retail Leases. Ensures that original copies are all properly filed and labelled with the legal department. Keeps a scanned copy of all lease / option to lease contracts for immediate reference.
· Maintains a database of special lease conditions that require special attention and ensures compliance of UPPI to these conditions.
· Ensures compliance of UPPI to the Retail lease contracts by making sure that all LESSORS receive their Check payments and CWT forms. Ensures that ORs or acknowledgement receipts are duly collected and filed with accounting.
· Ensures that all Retail stations are compliant and updated in their Real Property Tax payments for Machineries.
· Manages the contractual personnel handling the distribution of checks, collection of ORs and assisting on the proper filing of documents.
· Coordinates with service providers – Land surveying company and traffic counters.
Monitoring and Management of Christmas Solicitation· Handles the coordination, ordering and distribution of the Annual Christmas Solicitations.
· Monitors the distribution of corporate giveaways allocated for the Execom.
· Proposes some of the items for the annual Christmas gifts to special customers.
Other activities & tasks as required from time to time.Management of Conveyance. Provide check books and 2307 and liquidation of all issued checks. Ensure that no checks will bounce due to delays in processing of reimbursement and approvals