Fecha: 12/07/2017

PERSONAL ADMINISTRATIVE WORK PLAN LOINGE

TITLE

MANUAL OF JOB DESCRIPTION ADMINISTRATIVE PERSONNEL

DESCRIPCION DEL PROYECTO

ORGANIZE AND SOCIALIZE THE FUNCTIONS OF THE ADMINISTRATIVE STAFF FOLLOWING

THE PROCESSES AND RESPONSIBILITIES ASSIGNED IN EACH AREA.

ADMINISTRATIVE MANAGEMENT

TECHNICAL MANAGEMENT

Direction, oversight, and general control of the projects

Budget preparation
Manage physical, financial, and human resources and their task allocation
Manage the quality of each project according to the defined performance standards.
Manage the deadlines to finish the project within the established time.
Builders
Monitor, control, and coordinate with the residents and site managers the progress or
delays that occur
Negotiate with different clients to obtain new projects.
Manage the issues and changes that the project requires on the go
Participate in the management committees.

ADMINISTRATIVE ADDRESS

Lead strategic management

Lead the formulation and implementation of the business plan
Define general management policies
Direct and control the performance of the areas
Be the Legal Representative of the company
Ensure compliance with current regulations and rules.
Act in coherence with the organizational values
Control and distribute the administration of resources effectively and efficiently
financial and physical resources of the company.
Prepare the management reports requested by the Accounting department on the topics.
taxpayers
Coordinate and supervise the execution of the delegated administrative activities.
dependencies under your responsibility, to ensure the proper development of the procedures
administrative staff of the area.
Define and apply the parameters for budgeting revenue, expenses, and purchases
assets, materials, equipment, tools, furniture, etc. in accordance with the policies
defined by the company
Coordinate the management and updating of the inventory of materials, supplies, and goods
used by the company.
 Participate in the management committees.

PROCESS ENGINEERING

Aligning the different areas of the company

Set the goals of the defined management indicators for each area, and carry out
Follow-up on compliance with them.
Coordinate the execution of activities for the provision of administrative services
and logistics that the company requires for its operation.
Detect situations, problems caused or foreseeable in the area in charge and solve them.
previous presentation before management.
Legalization of projects before the Network Operators (Codensa, Electrificadora de
Cundinamarca, etc.)

Management and monitoring of procedures with network operators for service feasibility.
work provisions, request for increase in load and cancellation of accounts.

Review and control of documentation (PMT procedures, excavation licenses, plans of

Workshop, etc.)

Supplier portfolio control

Management of contracts and work cuts

Issuance and review of policies

Preparation of minutes and formats for contract settlement.

Preparation of the Payroll for Parafiscal and Social Security

Preparation and payment of payroll

Management and control of petty cash

ACCOUNTING AREA

ACCOUNTANT

Classify and code all documentation related to the Accounting Area and of
Taxes
Causing the different economic facts of the company [purchases, sales, payment
services, depreciations, etc.
Prepare the accounting supports for tax declarations (Withholding at Source,
auto retention, VAT, ICA, Rete-ica
Review all the documents entered into the program and make corrections if there are any.
Review the monthly balance reported by the accounting system and make the adjustments.
corresponding
Prepare financial statements for accounting, tax, and financial purposes.
Organize and distribute the activities of the accounting assistant.
Supervise the accounting assistant in the performance of their functions
Advise on accounting, tax, and financial matters
Base decision-making on the analysis of financial information.
Submit the income tax return and the annual equity tax return
Present the annual magnetic media required by the DIAN
 Prepare the annual report for the Superintendency of Companies
Present to Management the financial situation and information statements of the company

ACCOUNTING ASSISTANT

Operate the Accounting system (LEGIS SOFT program), using the computer in
the Accounting-Financial process for entering the information into it.
Payroll causation and entry into the system
Develop formats for the issuance of policies or procedures with different entities or
Contractors and deliver or process these before the designated people or institutions.
Make the monthly record of purchases, sales, expenses, accounts receivable, and accounts payable.
different companies the accountant works with in Excel.
Prepare expense vouchers
Assist the Public Accountant in other activities related to the accounting area.
Check that the suppliers' invoices comply with the legally required requirements.
Make copies of accounts payable and receivable billing for its causation
Classify, store, and summarize numerical and financial information to gather and keep the
financial records
Reconcile and verify loans together with the Human Resources department,
credits and payments of settlements made to workers
Organize the documentation for later filing
Provide financial advice when management requests it
Any other activity that your immediate supervisor considers should be carried out.

FISCAL AUDIT

Submit tax declarations (Withholding Tax, self-withholding, VAT, ICA)

Rete-ica) on the Dian portal and generate on the Secretary of Finance portal the
statements from Industry and Commerce, and Rete-ica
Present on the Dian platform, Secretary of Finance and Superintendency of
Companies the annual exogenous reports
Conduct surveillance of each and every area and activity that takes place in
the company to verify that inconsistencies do not arise
Notify in a timely manner and following the regular procedure handled in the Company,
with the person who is normally at the forefront of the company every day and with whom
you can more easily have a frequent dialogue about the irregularities you find,
carefully weighing the situation and in particularly serious cases, when there is
important facts that should not wait will be sent directly to Management for
I made the required decisions in a timely manner.
Keep up to date with the company's lawyer, the registered minutes books.
before the Chamber of Commerce
The other functions that pertain to it in compliance with current regulations.

PURCHASE DEPARTMENT

PURCHASING ASSISTANT

Receive and process the orders for the different projects that are currently underway.
within the time stipulated by the company for it, except in cases where
are needed immediately.
Place the purchase orders with the different suppliers according to the procedures.
 stipulated by the company
Direct and coordinate the arrival of the requisitions sent by the managers of each
work
Monitor the delivery of the requested materials and supplies to satisfaction
for each work
Verify with the designated person from the company the quantities and specifications of
materials requested by the project managers
Request and verify the quotes for materials needed for the preparation of
budgets and/or for the purchase of the same
Prepare the hardware order and direct it to the person in charge for purchase.
Negotiate and coordinate with suppliers to ensure that all materials
necessary for each project to be at the right time
Receive review the weekly billing of suppliers vs purchase orders
sent
Cualquier otra actividad que su jefe inmediato considere que deba ser realizada.

HUMAN RESOURCES DEPARTMENT

LAWYER

Defense of the company's interests in all types of legal proceedings, whether they are
these of civil, labor, social or contentious-administrative jurisdiction.
Negotiation and drafting of all types of public or private contracts, whether these are of
work, execution of works or provision of services, sale of goods,
loan, etc.
Defense against the imposition of sanctions and fines by any public body
or private entities
Review of the contracts entered into with the different construction companies
Assistance and/or accompaniment to all types of meetings or gatherings as requested.
Management
Mediation in business or labor conflicts
Preparation of social benefits settlements for employees
Preparation of required forms for the different administrative processes that are
advance with the employees (warnings, written explanations, formats for
termination of contracts, formats for vacation request and acceptance, etc.
Weekly review and control of employee folders to verify they contain
the legal documentation and others according to the procedures established in the company.
Advising and intermediation in all types of real estate transactions, buying and selling
and/or leases of real estate, with the preparation of contracts and documents
necessary legal matters.
Supervise the human resources assistant in carrying out their functions.

HUMAN RESOURCES ASSISTANT

Carry out the calculation of social benefits together with the lawyer and send it
process your signature as applicable
Reconcile and verify together with the Accounting department the loans, payments and
payments of settlements made to workers
Dissemination of the call for personnel requests through various means of
communication
Call of personnel for interviews
 Assessment and verification of the data contained in the resumes
Addressing personnel for the exam process, altitude courses, and opening of
payroll account
Request for documentation from the worker for their registration in the security system
social and its beneficiaries
Make affiliations to the Social Security System (ARL, EPS, AFP, CCF)
Complete and submit the required documentation for each project for entry of
personal according to the procedures and times established by each construction company
Keep the record in the system of income, withdrawals, and personnel updates for the
settlement and payment of social security
Coordinar la entrega de dotaciones y EPP a los trabajadores
Reception and processing of workers' requests
Carry out the process of personnel transfer on site
Physical and magnetic media personnel documentation file
Support for the SISOMA department
Scheduling of heights exams and courses according to the SISO department report
Preparation of internal documents (letters, memorandums, certifications, minutes, etc.)
Assistance and support to management
Any other activity that your immediate boss considers should be carried out.

SISOMA DEPARTMENT

SST Chief

Implementation of the Occupational Health and Safety Management System in accordance with
established in the current legal regulations through planning, supervision,
coordination and evaluation of procedures, standards and programs aimed at
Occupational Health and Safety.
Identification and assessment of risks in all job positions.
Determine the technical specifications of the PPE.
Conduct investigations of workplace accidents and incidents.
Organize and integrate the joint Committees on Occupational Safety and Health and the
Coexistence Committees
Deliver the timely report of expirations to the human resources department.
cursos en altura y exámenes médicos del personal activo para su reprogramación
Prepare an annual budget for Industrial Safety in conjunction with management.
Prepare and submit accident reports that occur on the works through the portal
of the ARL Colmena
Develop the training schedule and carry out the respective follow-up.
Coordinate with the ARL everything related to the activities related to the sub-program.
of Preventive Medicine and Occupational Medicine.
Establish and execute action plans derived from accidents.
Register and organize the indicators for measuring Occupational Health.
Execution and analysis of the records and statistics of the Occupational Health program.
And other functions assigned by Management for the development of the position.

SST AUXILIARY

Maintain constant communication with the SG-SST Coordinator to report

anomalies, news, concerns, emergencies, work accidents, etc.
Submit a report to your immediate superior, Inspector LIDER.
Fill out all the follow-up records belonging to the management system of the
organization and others that are requested by the client (RISK MITIGATION,
 PERMITS FOR SPECIAL WORK, CHECKLISTS, ATTENTION TO
FIRST AID, etc.).
Carry out constant Industrial Safety inspections observing the conditions of
work, checking for the presence of hazards and establishing control mechanisms
appropriate, to the extent possible to record evidence.
Determine and notify those responsible for the execution of control actions
determined in the inspection.
Verify compliance with the controls established as corrective actions on
the risks found and notified.
Recommend the use of PPE to any worker when the activity being performed requires it.
requires (gloves, footwear, eye protection - hearing - respiratory - facial, etc.).
Locate and relocate emergency equipment, warning tapes or construction signage.
according to the needs of the organization's processes (fire extinguishers, first aid kit,
restricted steps, evacuation routes, cordoning off areas of risk, etc.
Check the condition and proper use of all special personal protective equipment.
(harnesses, lifelines, emission filters for particulate matter and vapors, mono-
eye protection lenses, facial protection barriers, etc.) used in all the
processes owned by the company and supplied by it.
Implement all procedures established by the SG-SST in accordance with the
defined methodologies and following what is stated in the organization's Hazard Matrix
(work at heights, work in confined spaces, emergency plan, etc.).
Check conditions and recommend modifications, adjustments or improvements in
structures, confined spaces, scaffolding or work environments where detection occurs and
check risk condition (work at heights, order and cleanliness, signage, routes of
evacuation, etc.).
Request daily at the front desk for the notification of the organization's personnel who entered.
work and at the end of the day the data of those who have left or remain inside the
work center.
Check daily the general cleanliness of the room(s) assigned to the staff.
organization.
Follow the radio codes and communication protocols to maintain consistency.
radio contact between the different parties to report any anomalies,
news, risk conditions or emergencies and coordinate the control to be exercised, activate the
emergency system or the measure that the case warrants.
Address the emergency events or those that could generate emergencies at the center of
I work activating the system or coordinating the control of the situation.
Follow the established protocols in the respective procedure for FURAT reporting and
referral for medical attention in case of work accident.
Participate in the investigation of all workplace incidents and accidents that occurred in
work on the organization's staff.
Follow up, leave evidence records (photos, training records, records
of the delivery of PPE, etc.) from the execution and closure of the actions defined in the
investigation of a work incident or accident.

RECEPTION

RECEPTIONIST / VARIOUS JOBS

Making and receiving phone calls, connecting them with the different departments.
Conduct daily control of personnel at each of the works and send the respective report.
informe a las personas indicadas por la Compañía.
Follow up with staff when they do not attend the works
Establish the disabilities of EPS and ARL for their respective payment
Assist the public requesting information by providing the required guidance.
Record in daily control books the entry of personnel
Keep a record of the entry and exit of equipment and tools for the work
Receive correspondence and messages directed to the different departments.
Deliver the received correspondence to the different people and sections, as well as
also the messages received.
Provide cafeteria service to both office staff and individuals.
to attend meetings that take place in it.
Verify and make the request for coffee and stationery supplies for the office when it is
require.
Perform the daily cleaning of the desks located in the workstations
Carry out errands or tasks outside the office
Fulfill the other functions assigned to him/her according to the nature of
cargo