Marketing and Bidding Staff

I. JOB SUMMARY

The Marketing Staff is responsible for providing administrative, documentation, marketing, and bidding support to the Customer Experience and Marketing (CXM) Department of Aglipay Security Group.

The position ensures the proper preparation, filing, monitoring, and timely renewal of company permits, clearances, licenses, and certifications covering the Group's four (4) security agencies. The Marketing Staff also assists in preparing security services proposals, bidding requirements, marketing communications, and client databases.

The position plays an important role in supporting the department's business development initiatives, ensuring the company's readiness for bidding opportunities, maintaining accurate client records, and providing timely reports on marketing and CXM activities.

II. KEY RESPONSIBILITIES AND JOB FUNCTIONS

A. Documentation Management and Regulatory Compliance

• Serve as the primary custodian and document keeper of the official corporate documents of the Group's four (4) security agencies.
• Maintain an organized and updated filing system for the following:
• Business permits and licenses.
• SEC registration and corporate documents.
• PNP-SOSIA licenses and clearances.
• DOLE registrations and certifications.
• Tax clearances and BIR registrations.
• PhilHealth, SSS, and Pag-IBIG certifications, as applicable.
• ISO certifications and other relevant accreditations.
• Other government-issued permits, clearances, and regulatory documents.
• Monitor the validity and expiration dates of all permits, licenses, clearances, and certifications.
• Prepare and maintain a monitoring tracker indicating document status, expiration dates, renewal requirements, and responsible personnel.
• Coordinate with concerned departments and government agencies for the timely processing and renewal of required documents.
• Immediately report expired, missing, incomplete, or pending documents to the CXM Department Head.

B. Marketing and Security Services Proposal Preparation

• Prepare and compile company profiles, security services proposals, technical presentations, and other marketing-related documents.
• Ensure that proposals are properly formatted, complete, accurate, and consistent with the company's approved service offerings and standards.
• Coordinate with Operations, HR, Finance, and other concerned departments to obtain necessary information for proposal preparation.
• Maintain an updated repository of company profiles, service capabilities, manpower qualifications, equipment inventories, and other supporting documents.
• Assist in preparing customized proposals based on prospective clients' requirements and specifications.

C. Bidding and Business Development Support

• Prepare and organize bidding documents, including technical and financial requirements.
• Review bidding checklists to ensure completeness and compliance with the client's Terms of Reference (TOR), Request for Proposal (RFP), or Request for Quotation (RFQ).
• Coordinate with concerned departments to secure the necessary documents, certifications, costing information, and supporting attachments.
• Assist in preparing bid submissions within the prescribed deadlines.
• Attend pre-bidding conferences, bidding conferences, and other client procurement meetings as assigned.
• Record important bidding information, client requirements, clarifications, and submission deadlines.
• Maintain a systematic record of submitted proposals, bidding opportunities, bid results, and client feedback.
• Immediately escalate missing requirements, potential disqualifications, and bidding concerns to the CXM Department Head.

D. Marketing Communications and Client Prospecting

• Conduct email marketing by sending approved company profiles, security services proposals, and introductory communications to prospective clients.
• Assist in identifying and organizing potential business leads and prospective corporate accounts.
• Maintain an updated database of prospective clients, including company names, contact persons, email addresses, telephone numbers, and business sectors.
• Record and monitor all proposals sent to prospective clients, including the date sent, recipient, proposal status, and follow-up schedule.
• Assist in preparing follow-up emails and other marketing communications to prospective clients.
• Ensure that all external communications are professional, accurate, and consistent with Aglipay Security Group's corporate image.
• Coordinate with the CXM Department Head regarding client responses, inquiries, and potential business opportunities.

E. CXM Department Reporting and Administrative Support

• Prepare the initial weekly and monthly reports of the CXM Department for review and consolidation by the Department Head.
• Consolidate marketing and business development activities, including:
• Number of proposals prepared and submitted.
• Number of prospective clients contacted.
• Number of email marketing proposals sent.
• Number of bidding opportunities attended.
• Status of pending proposals and follow-ups.
• New business leads generated.
• Prepare documentation and activity reports for bidding conferences, client meetings, and marketing initiatives.
• Maintain accurate and updated Excel monitoring files for client information, marketing activities, and proposal submissions.
• Assist in preparing presentations, meeting minutes, correspondence, and other departmental reports as required.
• Perform other related duties and responsibilities as may be assigned by the CXM Department Head.

III. REQUIRED MONITORING FILES AND DELIVERABLES

The Marketing Staff shall maintain the following monitoring files and ensure that these are regularly updated and accessible to authorized CXM personnel.

V. QUALIFICATIONS AND COMPETENCIES

Educational Background

• Graduate of a Bachelor's Degree in Marketing, Business Administration, Management, Office Administration, or any related course.
• Fresh graduates may be considered, preferably with relevant internship or administrative experience.

Work Experience

• Preferably with experience in marketing administration, documentation, proposal preparation, or bidding support.
• Experience in handling corporate documents and government compliance requirements is an advantage.

Technical Skills

• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Knowledgeable in preparing business proposals, presentations, and formal correspondence.
• Capable of maintaining databases, monitoring trackers, and maintaining organized electronic filing systems.
• Knowledge of email marketing and client prospecting is an advantage.

Personal Competencies

• Highly organized and detail-oriented.
• Strong written and verbal communication skills.
• Good time management and ability to meet deadlines.
• Trustworthy and responsible in handling confidential corporate documents.
• Proactive, resourceful, and willing to learn.
• Able to coordinate effectively with different departments and external stakeholders.

VI. AUTHORITY AND ACCOUNTABILITY

The Marketing Staff shall:

• Maintain custody and control of assigned corporate documents and marketing files.
• Request updated documents and information from concerned departments for proposal and bidding requirements.
• Follow up on pending clearances, certifications, and document renewals.
• Coordinate with prospective clients regarding approved marketing communications.
• Submit reports and immediately escalate concerns affecting bidding readiness, document compliance, and business development activities.

The Marketing Staff shall not independently commit the company to contractual obligations, pricing arrangements, service commitments, or commercial concessions without proper management approval.

VII. REPORTING AND COORDINATION STRUCTURE

The Marketing Staff shall report directly to the Head of Customer Experience and Marketing (CXM) and coordinate with the following departments:

• Operations Department – Manpower availability, deployment capabilities, operational plans, and security service requirements.
• Admin and HR Department – Personnel records, employment certifications, manpower documentation, and statutory compliance documents.
• Finance Department – Financial statements, billing information, tax documents, and financial requirements for bidding.
• Legal Department – Corporate legal documents, contracts, legal certifications, and regulatory compliance.
• Other Concerned Departments – Supporting information required for proposals and bidding submissions.

VIII. MANAGEMENT EXPECTATIONS

The Marketing Staff is expected to function not merely as a clerical or administrative employee but as an integral support member of the CXM Department's marketing and business development operations.

The employee must ensure that Aglipay Security Group is always prepared for potential business opportunities through complete documentation, timely proposal preparation, systematic client prospecting, and reliable reporting.

The ultimate objective of this position is to strengthen the company's bidding readiness, support business development, maintain regulatory documentation compliance, and contribute to the growth and sustainability of Aglipay Security Group.

Pay: Php19,630.00 - Php25,000.00 per month

Benefits:

• On-site parking
• Promotion to permanent employee

Work Location: In person