Admin Plan (job descriptions, objectives, tasks and responsibilities of 3ffb staff)

TO    : 3ffb staff

Thru :   GM Madel

Objectives:

1. To achieve sales and collection targets (to ensure financial viability of 3ffb and SBU

2. To clarify tasks and objectives of jobs;

3. To complete the number of staff at 3ffb and ensure completion of all jobs and tasks

4. To underscore the importance of having revenues due to added personnel cost

Background:

1.  We have not achieved sales and collection target h2 of 2015;  our sales and collection performance for 2016 H1 has been an underperformance. Only June showed promising results

    This stems from:

     1.  Non delivery of documents despite efforts in 2014 to streamline this with simplified documents and portal

     2.  Lack of staff at the SBU

     3.  Non development or slow development of SBUs, beautification projects not being done or completed

     4.  Collection efforts are spotty, ledgers not up to date, ageing not up to date, as well as forfeiture

     5. 3ffb new staff do not understand what they are doing, pretend to know that they know, or say the wrong things to sbu.

     6.  Two previous new hires were unfit and have to be let go.

     7.  We do not yet have Majorem staff which even govt agencies questioned.  This is for more than a year and a half

What:

To let the 3ffb new staff, Marjorie and Rizza understand their jobs and where they are now.

BPI is an organization to plan, do check and act on corporate plan of sbus

It has parallel functions in SBU (matrix management):

IT IS MANDATED TO:

    1. Assist SBU attain their sales and collection objectives

    2. Pursue growth strategies and the vision

Complete plantilla would include:

     HR and Admin Assistant (officer)   (1)

     General Accounting (Assistant/officer)  (1)

         AP Assistant   (1)

         AR Assistant    (1)

         Treasury Assistant  (1)

Audit Assitant        (1)

Operations/interment Assistant  (1)

Marketing Coordinator/Sales Admin  (1)

TOTAL                                            8

As of now we only have 4.  only 50% filled up.  More recruitment and training needed.  We need additional source of funds to complete this

   Finance and accounting

          journals

          cash receipt book

          disbursements

          collection

          compliance with govt regulations:   SSS, BIR, Philphealth, HDMF

         accountable forms

         purchasing

         inventories :  materials, plots for sale  (actual and reports)

         sales report

         Financial Reports:

            PNL

            Cash Flow

            Balanced Statement of Condition

            Audited

HR:

         recruitment

         training

         salary and benefits  (leaves sl and vl, allowances)

         SSS, HDMF, Philhealth remittances, benefits

         performance evaluation, promotion, salary increases

         CCD

         communications

          Reports to govt agencies:   HDMF, Philhealth, SSS, and BIR

Sales Admin

         CRM -  Customer Data Base

          Repeat Sales

          Documents:   PPA and CO DOS typing, signing list and filing (archiving)

          Master list of plots (updated)

          SEAD of Sellers and organizational charts

         Commission payment of agents

 Operations

        TPM of vehicles

        Monthly Dent report

        Maintenance of equipment

        Inventory of equipment

        Training and monitoring of GT and TS activities

        Park beautification

Outcome/outputs, tasks and responsibilities of new trainees

Sales Admin:  Marjorie

    Outcome                 Output           Task                  Responsibility

    Repeat Sales         TY letter         typing sending         Sales

                                 Promo item    include in pouching

                                 Bday A greeting    email/mailing

                                PPA, CO         typing                     Records

                                                       filing

        

                                Master list       checking

                                of plots            encoding

                                docs               extraordinary/special

                                                      transactions:  loss, 

                                                      transfer, intestate

                                                                                  Sales Admin

     

                                SEAD file           file, updating

                                                         

                                payment of com   follow up/monitoring

AP  

  out come        outputs              tasks                    Responsibility

        cost reduction    standard price    canvassing          Purchasing     

                                 list of suppliers    

                               CV           scheduling

                                               cv ageing          CV preparation purchases

                                               cv encoding      1.operations
                                                                          2.  interment

  

                                               check prep

                                               pouching

                                                                       CV/AP to Majorem

                                                 same task

                                                                    IF, PC, VAT

                                                                COPF, Trust Fund, ME

                                                              (natambak na ito for                                                             1.5   years .  Overstated                                                                        balances ng SBU

                                               

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