Admin Officer (Palawan)

Luzon, Philippines /
Operations – Fleet /
Permanent, Full-time
Ninja Van is a tech-enabled logistics company on a mission to provide hassle-free delivery services for businesses of all sizes across Southeast Asia. Launched in 2014, we started operations in Singapore and have become the region's largest and fastest growing last-mile logistics company, partnering with over 35,000 merchants and delivering more than 1,000 parcels every minute across six countries. In January 2018, we raised one of the largest Series C rounds ever in Southeast Asia and are well-positioned for our next phase of rapid growth.

At our core, we are a technology company that is disrupting a massive industry with cutting-edge software and operational concepts. Powered by algorithm-based optimisation, dynamic routing, end-to-end tracking and a data-driven approach, we provide best-of-class delivery services that delight both the shippers and end customers. But we are just getting started! We have much room for improvement and many ideas that will further shape the industry.

Job Description
The Facilities Administrative Officer shall be responsible for the administration of Administrative Unit’s policies and protocols in his/her designated area of coverage.

This role shall be permanently stationed in a fleet hub or sorting facility from his/her assigned area and shall report directly to the Admin Junior Manager that is stationed at the Company’s head office.

Main Duties
Hub Sourcing and Lease Monitoring
The Facilities Admin Officer shall source for delivery hubs or sorting facilities that meet the set facility standards (ventilation, emergency access, distance from banks, crime rate, etc) and operational requirements (floor area, building type, etc)

They shall conduct an initial review of the lease contract and flag unfavorable clauses terms to the Company.

They shall then submit the Lease Option Comparison (see Appendix 1 for reference) that reflects a detailed comparison of the suitable options.

They shall be required to provide at least three (3) suitable options per target locationProvide supporting receipts to all expenses incurred in the hub sourcing.

Local Government Liaison
The FAO shall take lead in processing business permits for the newly opened delivery hubs and sorting facilities and the renewal of such permits annually.

In addition, the FAO shall also be in charge of processing all other government requirements necessary to operate from such a facility, including fire inspection certification, sanitation inspection certification, etc.

Provide supporting receipts to all expenses incurred in the processing of such paperwork.

Asset Inventory Management and Procurement Support
Issue the Asset Tracking Form to Fleet Officers and Warehouse Personnel and collect the signed copies for filing

Receive reports for damaged or lost company-issued assets and secure signatures to the Authority to Deduct (see Appendix 2 for reference) from the concerned employee

Provide the ATD details in a summary sheet and submit the same regularly following the Payroll team’s cut-off period
Monitor the usage of consumables in coordination with the Fleet Officers and flag any anomalies in the consumables usage.
Act as lead point person for vendor deliveries of purchased assets or consumables. Coordinate delivery details and ensure that delivery is complete and in good condition. Flag any issues to the Procurement Officer.

Facility Audit
Conduct random hub visits to check compliance to Administrative Unit protocols

Submit required reports or other documents to the Administrative Unit’s Head Office as necessaryOther relevant tasks
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