ADMINISTRATIVE FUNCTIONS OF THE

OPERATIONS & LOGISTICS SUPPORT DEPARTMENT

Over-all safety and security of

company properties

Practice and Maintenance of 5S

in Store Operation

Formulation of Policies,
Procedures & Standards in
OPERATIONS & Managing and Handling
LOGISTICS STORE PROPERTY Company Properties
SUPPORT OPERATION MANAGEMENT

DEPARTMENT Control and Monitoring of:

1. Purchase and
Consumption of
Company Supplies
2. Use of Equipment and
Frontliner in Store Establishment: Tools
3. Maintenance and Repair
 Venue/Store Preparation prior to
of Building and
opening
Equipment
 Provision of Facilities and Utilities
4. Purchase Deliveries and
 Provision of Service Vehicle
Stock Transfers
 Provision of Display Racks
5. Stocks/Inventory
Management

Regularly update stores/

branches on:

1. Current status of
inventories
2. New arrivals
3. Promo items
4. Price adjustments
DRAFT ADMINISTRATIVE FUNCTIONS OF THE
CUSTOMER SERVICE DEPARTMENT

Formulation of Policies,
Procedures & Standards in
Managing CWD and SC

Practice and Maintenance

of 5S in Service Center
Operation

Total Resolution of
CUSTOMER CUSTOMER
Customer Complaints and
SERVICE SERVICE CENTER 100% Accomplishment of
WELFARE
Service, Repair and/or
DEPARTMENT DESK
Installation Requirements

Control and Monitoring of:

1. Service, Repair and/or

Installation Projects
2. Service, Repair and/or
Installation Project
Schedules
3. Purchase and
Consumption of Repair
and Installation
Consumables
4. Use of Equipment and
Tools
DRAFT ADMINISTRATIVE FUNCTIONS OF THE
SALES & MARKETING DEPARTMENT Formulation of Policies,
Procedures & Standards in
Managing Marketing Activities

Practice and Maintenance of 5S

in the Selling Area

SALES & Exceeding Customer

MARKETING ADVERTISING &
MARKETING Expectations and On-Time
ACTIVITIES PROMOTIONS
DEPARTMENT Delivery of Customer Needs

Control and Monitoring of:

Primary In-charge of:
1. Competitors’ up-coming
 Retail Sales/Wholesale and on-going promos
o Profitable 2. Pricing, Discounts and
Transactions Premium Give-Away
 Institutional Sales Items
o Biddings and
Bidding Documents Conceptualization/ Design of
 Installment Sales Marketing Activities,
o Compliance to C&C Advertising & Promotional
Requirements and Materials
Procedures
Regularly update stores
Frontliner for Caravan Sale /branches on:
Activities
 Scheduled Sales and
 Coordination and Marketing Activities
Negotiation of Venue  On-going promos
 Manpower Scheduling  Price Adjustments (if
 Fliering & PA/Barker any)
 Ingress and Egress
Pre-Activity Coordination and On-time Remittance/Deposit of
Budget Preparation Sales & Collections

Post-Activity Reporting and Updated Records/Reports on:

Liquidations
 Sales Transactions
 A/R
 On-hand Inventories
DRAFT ADMINISTRATIVE FUNCTIONS OF THE
CREDIT & COLLECTION DEPARTMENT
Formulation of Policies,
Procedures & Standards in
Managing Notes Receivable
and Collections

Creation of Quality Notes

100% Collection of AR/NR

Control and Monitoring of:

CREDIT &
MARKETING COLLECTION
COLLECTION 1. Release Notes and
ACTIVITIES DRIVE
DEPARTMENT Procedure of Releasing
2. Application of Discounts
or Penalties
3. Repossession and
Redemption
4. Transfer of Loaned Units
5. Transfer of Customer
Residence
5. Give-Away Items
Ensures On-Time Processing of
Quality Notes Receivables
Appraisal, Pricing and Sale of
Responsible for 100% Repossessed Units
Collection of Company’s
Accounts Receivable and Conceptualization/ Design of
Notes Receivable (AR/NR) Marketing Activities

Conceptualization/ Design of
Compilation of Complete Loan
Advertising & Promotion
Documents
Materials
Frontliner in Pursuing Legal or
Quasi-Legal Actions Against Pre-Activity Coordination and
Delinquent Accounts Budget Preparation

Post-Activity Reporting and

Liquidations
 DRAFT ADMINISTRATIVE FUNCTIONS OF THE
INTERNAL CONTROL & ACCOUNTING DEPARTMENT
Formulation of Policies,
Procedures & Standards in
Managing the Finances of the
Company

Maintained and Updated

Records-Keeping

Process and Facility of Tax

Payments, Permits and
Licenses

Assist other Department in Store

Establishment prior to opening
ACCOUNTING FINANCIAL TAXES, PERMITS
 DTI, BIR, LGU Registration,
DEPARTMENT RECORDS & LICENSES
Permits, Licenses

Monitoring of Store Sales &

Control of: Collection Remittances
through Bank Deposits
1. Revolving Funds
2. Loans and Advances  Manpower
Report Scheduling
on Financial Status of
3. Accounts Payable  Company
the Fliering &to the Finance
PA/Barker
4. Accountable/Controlled Forms  Ingress
Officer on a and
Monthly basis
Egress
 Sales Invoice
 Official Receipts Update the Sales & Marketing
 Delivery Receipts Department on any Price
 Receiving Receipts Adjustments on Products
 Charge Invoice
 Pre-numbered Petty Cash Facilitate Process on Funding
Vouchers Requests:
5. Solicitations and Financial Grants
 Petty Cash/Revolving
Funds
Monitoring of :
 Approved Programs,
1. Accounts Receivable in lieu of Project or Activities
Financial Requirements of the  Supply Purchases
Company  Repairs and Maintenance
2. Suppliers’ Marketing Support
3. Applications of Price Adjustments
on Sales Transactions
4. Application of Rebates and PPD on
Accounts Payable
DRAFT ADMINISTRATIVE FUNCTIONS OF THE
Assist the other Departments
AUDIT DEPARTMENT in Formulating Policies,
Procedures & Standards in
Managing the Finances of the
Company

Maintained and Updated Audit

Reports and Records-Keeping

Safeguard and Protect the

Finances and other Company
Resources through Periodic
Auditing
ACCOUNTING FINANCIAL TAXES, PERMITS
 Manpower
Report Scheduling
Audited Financial
DEPARTMENT RECORDS & LICENSES
Status
Fliering & PA/Barker
of the Company to the
 Ingress
Finance andMonthly
Officer Egress

Inform in Memo Form the

Monitoring of: Head of concerned
Department/Branch on any
1. Revolving Funds
Audit Findings as a process of
2. Loans and Advances
rectifying substandard
3. Accounts Payable
actions
4. Accounts Receivable
5. Accountable/Controlled Links Negative Audit Findings to
Forms HR Department for Disciplinary
 Sales Invoice or Legal Actions
 Official Receipts
 Delivery Receipts
 Receiving Receipts
 Charge Invoice
 Pre-numbered Petty
Cash Vouchers
6. Marketing Support
7. Solicitations and Financial
Grants
8. Applications of Price
Adjustments on Sales
Transactions
9. Application of Rebates and
PPD on Accounts
Receivable
DRAFT ADMINISTRATIVE FUNCTIONS OF THE
Formulation of Policies, Rules
HUMAN RESOURCES DEPARTMENT and Regulations in Managing
the Human Resources of the
Company

Responsible for Recruitment,

Selection, Staffing, Placement,
Promotion/Demotion,
Transfer, Termination and all
other Actions affecting
Human Resources

ACCOUNTING FINANCIAL TAXES, PERMITS

Set Procedures in Processing
DEPARTMENT RECORDS & LICENSES
Personnel Actions

Set Performance Standards of

each Company Personnel

Preparation of Pay-Roll
Conduct Performance Audit
 Attendance-Base Periodically
o Undertime/Overtime
Responsible in Informing All
o Approved Vacation
Personnel on Matters affecting
Leaves with Pay
the Company Operation and
o Premium Pays for
Holidays direction
o Maternity/Paternity
Leaves Responsible for Bridging the
 Mandatory Contributions Employees and the Employers
o SSS towards mutual welfare and
o PhilHealth benefit
o Pag-Ibig
 Taxable Income Responsible for Development
o Salary/Wage of Company Personnel’s
o Allowances Knowledge and Skills geared
o Incentives towards Company Growth and
 Deductions Development
 Othersof:
Monitoring
Maintenance of Personnel Files
1. Compliance with Rules and and Records
Regulations