Job Description: Administrative Affairs Specialist

Job Objective: Ensure the continuity of all records, licenses, and statutory permits for the company and its hotels and restaurants, ensuring their timely renewal in advance, as well as managing violations and suggestions, supervising company vehicles via the Tam platform, and ensuring data accuracy and completeness in the ERP system, under the direct supervision of the HR Operations Manager.

Key Tasks and Responsibilities:
Management of records and statutory licenses
Follow up on commercial records, municipal licenses, civil defense and safety licenses, licenses from the Ministry of Tourism for hotels and restaurants, and initiate renewal procedures at least 60 days before expiration.
Follow up on health and food licenses, ensuring the validity of health certificates for workers in coordination with the restaurant management and human resources and raise early alerts.
Management of auxiliary permits for restaurants (signage, outdoor seating, kitchen, food service outlets).
Verify and ensure that the activities registered in the documents match the actual activity of each branch, and review name, address, and number data before renewal.

Management of violations and objections
Daily monitoring of platforms and government notifications to detect violations as soon as they are issued.
Monitoring and disputing violations issued by competent authorities (municipality, civil defense, and tourism surveillance) within statutory periods.
Update data and documents in the ERP system
Enter records, licenses, violations, and vehicles data accurately and classify them by establishment type (hotel, restaurant, administrative office).
Upload up-to-date electronic copies of documents upon issuance or renewal, and update dates, authorities, status, and numbers.
Replace expired documents with new ones in the operational log with archival of previous documents historically.
Update vehicle and actual user data on the Tam platform upon any change.

General administrative services and follow-up
Prepare periodic reports for the HR Operations Manager detailing the status of licenses (valid, near expiration, under renewal, expired).
Monitor contracts, administrative services, suppliers, and supervise assets and public facilities.
Prepare administrative reports, monitor decision implementation, and coordinate between departments to meet operational needs.

Qualifications and Required Experience:
Bachelor’s degree in Business Administration, Public Administration, or a related field.
At least 5 years of experience in administrative affairs (preferably in hospitality and restaurant sectors).
Proficient in ERP systems and managing e-services via the Tam platform and related government platforms.