HR Assistant

The HR Assistant (Account Services) provides comprehensive support in the delivery of HR services across assigned accounts, ensuring smooth operations, accurate documentation, and a positive employee experience. This role is responsible for managing employment contracts, personnel records, and onboarding activities while serving as a primary point of contact for account-specific HR concerns. The HR Assistant also ensures compliance with internal policies, data privacy, and labour regulations, contributing to the efficient implementation of HR processes in both office and project site settings.

Contracting & Documentation

• Prepare employment contracts, renewals, and related HR memos in coordination with HR Officers and Supervisors.
• Monitor contract expiration dates and coordinate timely renewal or separation processing.
• Encode and update employee records in HRIS and maintain complete 201 files (both digital and physical).
• Process employee-related documentation, including promotions, reassignments, and separation papers.

Pre-Employment & Onboarding

• Ensure all pre-employment requirements are completed (medical, background checks, clearances).
• Coordinate onboarding logistics, such as ID requests, uniforms, biometrics, and system encoding.
• Assist new hires in understanding contract terms, employment policies, and payroll registration.

Employee Records & Compliance

• Regularly audit and update personnel files to ensure accuracy for internal and external audits.
• Safeguard confidentiality of employee records in line with HR data privacy standards.
• Coordinate with payroll and benefits teams to ensure accurate employee data for new hires, movements, and exits.

Account Servicing & Employee Support

• Act as the HR point-of-contact for assigned accounts/projects regarding documentation requests, contract inquiries, or basic HR concerns.
• Collaborate with project/site HR teams to monitor manpower deployment and contract timelines.
• Address employee and manager inquiries promptly, ensuring high-quality service delivery.
• Assist in preparing monthly HR reports, contract status summaries, and project-specific updates.

Administrative & Team Support

• Provide administrative support such as scheduling meetings, preparing presentations, and handling HR-related correspondence.
• Contribute to the development and improvement of HR tools, templates, and resources.
• Support HR policy implementation and initiatives aimed at improving the employee experience.

• Bachelor's degree in Human Resource Management, Psychology, Business Administration, or a related field.
• At least 2-3 years of HR experience in documentation, contract management, or general HR administration (experience in infrastructure/construction sectors is an advantage).

• Strong organizational and document management skills.
• Excellent attention to detail and accuracy in handling contracts and personnel records.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook); knowledge of HRIS or SAP is an advantage.
• Effective communication and interpersonal skills, with the ability to build positive relationships across teams.
• Ability to handle confidential and sensitive information with professionalism.
• Basic knowledge of Philippine labor laws, HR policies, and compliance processes.
• Strong time management skills and the ability to manage multiple priorities.

• Trustworthy, dependable, and committed to maintaining confidentiality.
• Diligent and thorough in handling documentation and employee services.
• Proactive and service-oriented, with a sense of urgency in resolving concerns.
• Adaptable to both office and site-based environments.
• Collaborative team player who can also work independently with minimal supervision.