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HR Admin Officer

1 month ago

Manila, National Capital Region, Philippines JG Summit and Affiliates Shared Services (Aspen Business Solutions, Inc.) Full time

Job Summary:

We are looking for a highly organized and detail-oriented HR Admin Officer to join our HR team. This position requires someone with strong multitasking abilities and a commitment to supporting various HR functions. The HR Admin Officer will oversee several key areas, including data protection, employee health and safety, facilities management, compliance, wellness programs, and administrative support to ensure the smooth and efficient operation of the organization.

Key Responsibilities:

Data Protection Administration (DPA) – POC for Data Protection:

  • Document Updates: Regularly update DP-related documents such as manuals and policies to ensure compliance with relevant regulations and company standards.
  • Data Protection Agreement Management: Assist in the preparation, review, and execution of Data Protection Agreements (DPAs) with clients.
  • Compliance & Monitoring: Ensure adherence to data protection standards and requirements, providing support for audits and assessments.

Occupational Health & Safety (OHS):

  • ESG Reporting: Support the development and submission of Environmental, Social, and Governance (ESG) reports.
  • OHS Activities & Improvements: Coordinate safety activities and maintain continuous improvement of OHS documents.
  • Safety Announcements: Release and communicate safety announcements to the team.
  • Training Coordination: First Aid (FA) training sessions.
  • Accident Reporting: Submit monthly reports to the Department of Labor and Employment (DOLE) regarding accidents, Lost Time Injuries (LTI), and other safety concerns.
  • Business Continuity Planning (BCP): Participate in BCP activities and support DOLE compliance efforts.

Facilities Management:

  • Maintenance Coordination: Oversee office maintenance, including non-IT equipment, meeting rooms, workstations, and common areas.
  • Building Defects Reporting: Act as the liaison with building administration for reporting defects like issues with air conditioning units (ACUs), emergency lights, leaks, and electrical concerns.
  • Renovation & Pest Control: Serve as the Point of Contact (POC) for office renovations, monthly pest control, and ACU maintenance.
  • Rental Contracts Management: Manage and monitor rental contracts for office spaces.

Administrative Support:

  • Payment Processing: Handle payment processing, including GR/SES and SimpliRFP, ensuring the correct General Ledger (GL) codes and Cost Centers (CC) are applied.
  • Timekeeping and Scheduling: Manage Timekeeping and Attendance (TPM) processes, including DTR and employee schedules.
  • Vendor Coordination: Coordinate with vendors regarding TPM requirements and supplies.
  • Purchasing and Procurement: Create Purchase Requisitions (PR) for supplies requests and coordinate with Procurement for Purchase Order (PO) creation and delivery.
  • Non-Budgeted Requests & CAPEX Management: Manage the creation of CFP_CER for non-budgeted and Capital Expenditure (CAPEX) requests, ensuring alignment with CCU/government requirements.
  • Invoice Processing: Upload and maintain rates in JSP, and submit invoices to Finance for processing along with necessary transmittal documents and cover pages.

Wellness and Sustainability:

  • DOLE 10 Dimensions: Ensure compliance with DOLE's 10 Dimensions of Wellness.
  • Partnerships: Build partnerships with local schools and Pasig CENRO for sustainability programs and activities.

Compliance Management:

  • Permits & Licenses: Ensure the company maintains up-to-date business permits, FSIC, sanitary permits, zoning permits, and CENRO requirements.
  • BIR and Cedula Compliance: Support BIR filings and Cedula requirements when needed.

Qualifications & Skills:

  • Bachelor's degree in Human Resources, Business Administration, or related field.
  • Proven experience in HR administration or facilities management.
  • Strong understanding of HR, data protection, OHS, and compliance practices.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint).
  • Familiarity with HR software and systems.
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • High attention to detail, particularly in managing compliance and regulatory documents.
  • Ability to handle sensitive and confidential information with discretion.
  • Capable of working both independently and as part of a team.
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