HR & Admin Supervisor - For Keeps Clean Beauty

Key Responsibilities

A. Human Resource Support & Coordination

1. Recruitment and Onboarding

2. Sourcing, screening, and scheduling of applicants.

3. Coordinate job postings, job offers, and pre-employment requirements.
4. Prepare contracts, NDAs, job descriptions, and onboarding documents.
5. In-charge in new hire orientation to exit process – process clearance, exit interview, quit claim, certificate of employment and coordinating with accounting regarding employee final pay.

6. Employee Records and Compliance

7. Preparation of Employee ID

8. Maintain and update 201 Files and Employee Masterlist.
9. Monitor employee attendance, leaves, tardiness, and overtime logs.
10. Ensure timely filing and organization of timecards and HR documents.
11. Help implement company policies and support compliance with labor laws.
12. Update employees on any/all government-related issues and rulings as necessary

13. Compensation and Benefits

14. Timekeeping and payroll coordination with accounting.

15. Track leave balances, SSS/PhilHealth/HDMF contributions and loans.
16. Assist in monitor compensation - ensuring internal equity & compliance and benefits including checking monthly payments to government remittances such as SSS contribution and employee loan, HDMF Contribution and employee loan, and Philhealth contribution.
17. Assist in job analysis and update job descriptions as needed.

18. Performance and Development

19. Monitoring & implementation of employee evaluations and performance reviews.

20. Coordinate training schedules and assist in logistics for learning sessions.

21. Employee Relations and Engagement

22. Organizing internal communications, bulletin board updates, and company events such as birthdays, holidays, and team building.

23. Manage employee concerns and prepare memos as needed.
24. Close collaboration and coordination with hospitals/clinics regarding medical examinations, HMO concerns, etc.

B. Administrative and Office Operations

1. Ensure the efficient daily operations of all administrative and office functions of Pura Beauty Inc.
2. Develop, update, and maintain company policies and procedures in coordination with the COO.
3. Manage office supplies and inventory, coordinate with vendors, and always ensure availability of necessary materials.
4. Oversee office and staff house maintenance, ensuring cleanliness, safety, and the proper functioning of appliances and equipment.
5. Maintain and safeguard company records, ensuring the confidentiality and proper organization of both digital and physical files.
6. Coordinate company schedules, meetings, travel, and accommodations; and assist in the preparation and distribution of memos, reports, and internal communications.
7. Handle general office tasks including filing, answering phones, operating printers/copiers, processing emails, and supporting other departments as needed.
8. Coordinate the renewal and safekeeping of company permits, licenses, certificates, and insurance (e.g., FDA LTO, product certifications, trademarks, CCIP membership, fire insurance), with assistance from legal or third-party agents.
9. Work with relevant departments to ensure compliance with agency contracts, rental agreements, and third-party service obligations.
10. Collaborate with Accounting and other departments to monitor validity and timely renewal of business documents.
11. Deliver documents or reports off-site when necessary.
12. Monitor and report administrative progress to the COO and suggest improvements to internal office processes.
13. Support company-wide initiatives and contribute to team success by completing related tasks and special assignments as required.

C. Executive and Cross-Departmental Support

1. Provide administrative assistance to the COO and President, including scheduling, documentation, and project coordination.
2. Coordinate inter-departmental tasks, document routing, and approval processes.
3. Recommend & implement internal systems and improvements in HR & Administrative processes, subject to the approval of the COO and President
4. Maintain professionalism and strict confidentiality in handling sensitive company matters.

5. Requirements:

6. Minimum 2 years as HR generalist or Administrative experience

7. At least 2 years in a supervisory or coordination role

8. Education and Qualifications:

9. Bachelor's degree in Human Resources, Business Administration, Psychology, or related field