HR Compliance Specialist

Job Title:
HR Compliance Specialist
Department:
Human Resources
Work Set Up:
Hybrid
Reports To:
HR
Manager
Job Summary
The HR Compliance Specialist ensures that all HR operations comply with internal standards and government labor regulations. This role manages HRIS data, employee records, onboarding and separation compliance, government reporting, and employee movement documentation. The specialist also supports labor audit readiness, handles pre-employment coordination, and acts as a cross-functional liaison for all compliance-related matters.

Key Responsibilities
HRIS and Records Management

• Maintain and regularly audit HRIS records to ensure accuracy and data integrity.
• Keep digital and physical 201 files complete and updated with contracts, evaluations, personnel action (PA), and official memos/announcements.
• Ensure compliance with data privacy laws and internal confidentiality protocols.

Labor Law and Government Compliance

• Monitor and process all HR-related compliance with DOLE, NLRC, LGUs, and other regulatory bodies.
• Prepare and submit required government reports, certificates, and audit documentation.
• Ensure HR processes are updated in accordance with any changes in labor laws and statutory requirements.

Pre-Employment and Onboarding Compliance

• Ensure all pre-employment documents (e.g., government IDs, contracts, tax forms) are complete before onboarding.
• Coordinate pre-employment medical exam endorsements and track clearance for onboarding approval.
• Handle endorsements for ATM applications for new hires.
• Encode new employees in the HRIS and ensure 201 documentation is properly initiated.

Personnel Actions (PA) and Employee Movement

• Draft and process Personnel Action (PA) forms for movements including promotions, lateral transfers, regularization, termination, and schedule changes (e.g., shift, rest day, working hours adjustments).
• Prepare official movement letters and update HRIS accordingly.
• Coordinate with Payroll, IT, Admin, and department heads to implement changes smoothly.

Evaluation and Employment Status Monitoring

• Monitor evaluation schedules for probationary, project-based, contractual, and interim employees.
• Ensure timely dissemination of evaluation forms and collection of results for appropriate follow-through actions.

Clearance and Separation Process

• Facilitate routing of employee clearances across departments.
• Prepare Certificates of Employment (COEs), Quitclaims, and Waivers, ensuring timely and compliant processing.
• Ensures implementation of offboarding checklist
• Coordinate with Finance and Payroll for accurate and timely final pay release.

Certifications and
Interdepartmental Coordination

• Process employee document requests such as COEs, salary certifications, verification letters, etc., within committed turnaround times.
• Act as the main HR compliance liaison, ensuring alignment and timely communication across departments on all employee-related matters, including documentation, movements, and compliance deadlines.

Compliance Calendar and Audit Readiness

• Maintain a master compliance tracker/calendar for contract expirations, evaluation due dates, audit schedules, and government deadlines.
• Assist with internal and external audit preparations by ensuring complete and retrievable HR documentation.

HR Policy and SOP Documentation

• Draft and update HR policies, templates, and standard operating procedures (SOPs) related to employee documentation and compliance workflows.
• Performs other HR Facets/tasks when needed

Qualification & Requirements
Education:

• Bachelors degree in Human Resources, Psychology, Business Administration, or any related field.
• Minimum of 2 years experience in HR compliance, employee documentation, or labor-related HR functions.
• Knowledge of Philippine labor laws, government compliance standards (DOLE, NLRC, LGU), and statutory reporting.
• Experience with HRIS systems
• Strong organizational, documentation, and coordination skills.
• Discretion and professionalism in handling confidential employee information.
• HR Certification and other certificates are a plus but not required.

Experience:

• Minimum of 3 years experience in HR compliance, employee documentation, or labor-related HR functions.
• Knowledge of Philippine labor laws, government compliance standards (DOLE, NLRC, LGU), and statutory reporting.
• Experience with HRIS systems
• Strong organizational, documentation, and coordination skills.
• Discretion and professionalism in handling confidential employee information.
• HR Certification and other certificates are a plus but not required.

Skills & Competencies
Technical Skills:

• Proficient in HRIS platforms
• Familiar with Google Workspace or Microsoft Office for document handling and reporting
• Knowledge of labor compliance systems and reporting portals (e.g., DOLE submissions, NLRC processes)
• Basic skills in documentation systems and internal trackers (e.g., Excel/Sheets trackers, clearance routing tools)

Soft Skills:

• Detail-oriented and highly organized in handling confidential records
• Strong documentation and written communication skills
• Professional discretion and confidentiality in handling employee information
• Effective interpersonal and cross-functional coordination
• Proactive problem-solver who can manage compliance-related risks before escalation
• Ability to manage multiple deadlines and prioritize compliance workflows

GROWTH AND DEVELOPMENT OPPORTUNITIES

• Grow your expertise in labor compliance, HR operations, and cross-functional coordination with opportunities to advance into roles in HR Systems, Legal Liaison, or People Operations leadership.

WORK ENVIRONMENT

• Hybrid work setup with office-based and remote work flexibility.
• Opportunities for career growth within the HR department.
• Occupational travel may be required for government transactions, trainings, or company events.

EQUAL OPPORTUNITY STATEMENT
Dermorepubliq is an equal opportunity employer and is committed to fostering a diverse and inclusive work environment