HR Admin Associate

Job Summary

The HR Admin Associate provides administrative and coordination support to the Human Resources Department, particularly in recruitment, employee records, employee relations, timekeeping, payroll support, onboarding, and other HR-related activities.

The position ensures that HR transactions, documents, and employee records are properly processed, updated, and maintained in a timely and accurate manner.

Key Responsibilities

1. Recruitment Support

• Assist in coordinating recruitment activities and hiring requirements.
• Monitor and update the Employee Requisition Form (ERF) and recruitment tracker.
• Schedule interviews and coordinate with candidates and hiring managers.
• Communicate with applicants regarding interview schedules, requirements, and recruitment updates.
• Assist in sourcing candidates and posting job vacancies through appropriate channels.
• Monitor submission and completion of pre-employment requirements.
• Coordinate medical examinations, background checks, and other pre-employment activities.
• Assist in preparing employment and onboarding documents.
• Maintain an updated applicant database and recruitment records.

ATS Management

• Encode and update applicant information in the ATS.
• Ensure applicant profiles, recruitment stages, interview results, and application status are updated accurately and timely.
• Monitor incomplete or missing applicant information.
• Maintain accurate and updated candidate records.
• Ensure proper tagging/classification of candidates based on recruitment status.
• Assist in maintaining the accuracy and completeness of the ATS database.

HR Data & Reporting

• Generate and consolidate recruitment data from the ATS.
• Prepare regular recruitment reports and trackers.
• Provide accurate data on headcount, applicants, candidates per stage, interview status, offers, hires, and recruitment turnaround time.
• Assist in monitoring recruitment KPIs and metrics.
• Validate data before submission of reports.
• Maintain historical recruitment data for reporting and analysis.
• Provide data needed by the HR Head/Manager for decision-making.

2. HR Administration

• Maintain and update employee 201 files and other personnel records.
• Assist in preparing HR documents, certifications, notices, and other employee-related documents.
• Update employee masterlists and HR databases.
• Assist in processing employee movements such as regularization, transfers, promotions, and resignations.
• Ensure proper filing and organization of HR documents.
• Assist in preparing HR reports and trackers.

3. Employee Relations Support

• Assist in documenting employee concerns, incidents, and other HR-related cases.
• Coordinate with employees and concerned departments regarding HR documentation and requirements.
• Assist in preparing notices, memoranda, and other documents related to employee cases.
• Monitor and update employee relations case trackers.
• Escalate employee concerns and cases to the HR Head/Manager for appropriate action.
• Assist in employee engagement activities and HR initiatives.

4. Payroll & Timekeeping Support

• Assist in gathering and validating payroll inputs.
• Check attendance, leaves, overtime, undertime, absences, and other timekeeping records.
• Coordinate with employees and supervisors regarding attendance discrepancies.
• Assist in preparing and submitting payroll-related reports and documents.
• Maintain updated records of employee attendance and leave balances.
• Provide administrative support during payroll processing.

5. Onboarding & Offboarding Support

• Assist in coordinating onboarding activities and requirements of new employees.
• Ensure completion and submission of pre-employment and onboarding documents.
• Assist in new hire orientation and other onboarding activities.
• Coordinate clearance requirements for resigning or separated employees.
• Assist in maintaining employee separation and exit records.

6. HR Reports & Administrative Support

• Maintain HR trackers and databases.
• Assist in preparing reports on headcount, recruitment status, employee movement, attendance, and other HR metrics.
• Assist the HR team in audits, documentation, and compliance requirements.
• Provide administrative support for HR projects and activities.
• Perform other HR-related duties as may be assigned by the HR Head/Manager.

Qualifications

• Bachelor's degree in Human Resources, Psychology, Business Administration, or a related field.
• Fresh graduates are welcome to apply; preferably with at least 1 year of experience in HR, recruitment, or administrative work.
• Basic knowledge of HR processes, recruitment, timekeeping, and payroll.
• Good communication and interpersonal skills.
• Strong organizational and administrative skills.
• Detail-oriented and able to maintain accurate records.
• Proficient in Microsoft Office and/or Google Workspace.
• Able to handle confidential information with professionalism and discretion.
• Willing to learn and work in a fast-paced healthcare/clinic environment.