Human Resources Administrative Officer

JOB SCOPE:

The HR Admin is responsible for providing day-to-day administrative support to the Human Resources department, ensuring the smooth implementation of HR policies and procedures. This role covers a wide range of functions including maintaining accurate employee records, assisting in recruitment and onboarding processes, monitoring attendance and leave records, and supporting payroll and government compliance requirements.

The HR Administration Officer also plays a key role in facilitating employee requests, preparing HR documents, and helping coordinate employee engagement activities. This position ensures that all HR-related administrative tasks are carried out efficiently, accurately, and in a timely manner. Directly reporting to HR Manager

HR Records & Documentation

• Maintains staff personal files in a professional and confidential manner in line with audit requirements.
• Organize files uploaded in Philippine HR Sharepoint includes 201 files, disciplinary record, payroll reports (attendance, interns salary receiving copy), statutory and other important documents
• Ensure proper filing and safekeeping of HR documents (digital and physical)
• Prepares announcement for promotion, new benefits, policies, birthday and event.
• Monitor Uniform and accessories inventory report
• Weekly update of vacancy list submission to HQ
• Administrate and coordinate with employee on the application for Airport Pass Security and other related matters before and during their employment.
• Prepare HR-related letters (e.g., employment certificates, memos, NTEs)

Recruitment, Selection and On-boarding (all PH supervisor below recruitment)

• Secure approved Manpower Requisition form
• Schedule interviews and pre-employment tests
• Assist in posting job advertisements and screening applicants
• Process pre-employment requirements and background checks
• Informs applicants of their acceptance or rejection for employment.
• Prepare all necessary administration matters prior to staff join date

Onboarding & Offboarding

• Complete documentation inc. (JD & Salary Review)
• Coordinate new hire orientation and document sign-offs
• Prepare proper documentation for processing of Appointment, Resignation, Exit interview, Probation, Confirmation, Extension

Timekeeping & Attendance

• Monitor employee attendance and leave records
• Process timesheets for payroll input
• Coordinate to all supervisors, in updating the rostering report.
• Handle filing and validation of leave, overtime, official business requests & trip agenda

Employee Benefits & Government Compliance

• Assist in processing government benefits (SSS, PhilHealth, Pag-IBIG)
• Foster collaboration, consistency, and best-practice sharing among HR teams.

Compensation & Benefits

• Ensure consistency in compensation practices across sites, while remaining compliant with local regulations.
• Coordinate Enrollment & Cancellation of HMO and loan applications
• Track and submit requirements for government-mandated reports
• Preparation of Monthly Statutory contribution before payment processing.

Monthly Payroll Processing (Bi-Monthly) (All PH)

• Ensuring all payroll transactions are processed efficiently.
• Maintains payroll information by collecting, calculating and inputting data

Disciplinary Matters

• Assist to implement effective disciplinary policies and procedures
• Issuing disciplinary notices for misconduct cases and proceeds with necessary disciplinary action to resolve cases.
• Able to conduct complex and comprehensive investigation
• Assist to review and update of company policies relating to industrial relation.
• Prepare Disciplinary report for submission to Management

Special Project

• Handling of company's hostel administrative matters relatively (Air Ticket, Accommodations, Rental and other administrative reports.
• Assists in coordinating special employee's events such as Monthly Staff Birthday celebration, Staff Christmas Party, Team building or other related events
• Coordinates and distributes awards and certificates as part of employee recognition program
• Any other duties assigned by the Management from time to time
• Support administrative functions such as office supplies and equipment monitoring