HR and Admin Assistant

The HR & Admin Specialist is responsible for providing day-to-day HR and administrative support at the project site. The position ensures accurate and timely administration of employee records, timekeeping, recruitment coordination, supplies and logistics, and other site administrative requirements. The role serves as the primary site-based HR and administrative support and coordinates closely with the Head Office HR & Administration team and concerned departments to ensure smooth and efficient site operations.

A. HR Administration and Employee Records

• Maintain and update accurate employee and project site personnel records, particularly for administrative and site-based employees.
• Consolidate and maintain employee information required for accident insurance and other employee-related coverage, ensuring completeness and timely submission to the Head Office.
• Assist in the preparation, updating, and filing of HR-related documents, reports, and personnel records.
• Respond to basic employee inquiries and concerns and coordinate matters requiring further assistance with the Head Office HR & Administration team.
• Ensure proper confidentiality and safekeeping of employee and company records.

B. Timekeeping and Attendance Administration

• Monitor and maintain the daily attendance and timekeeping records of administrative and assigned site personnel.
• Review attendance records, including absences, undertime, overtime, and other attendance-related discrepancies.
• Coordinate with employees and concerned supervisors regarding attendance corrections and supporting documents.
• Prepare and submit accurate timekeeping reports and supporting documents to the Head Office within established deadlines.
• Assist in monitoring compliance with company attendance and timekeeping policies.

C. Recruitment and Staffing Support

• Support the recruitment of site-based and administrative personnel by conducting initial applicant assessment and screening based on approved job requirements.

• Coordinate interview schedules and communicate with applicants regarding recruitment requirements and next steps.

• Prepare employment contracts and other pre-employment documents using approved company templates and guidelines.

• Coordinate the completion of pre-employment requirements and ensure that documents are properly endorsed to the Head Office HR team for processing.

• Maintain an updated recruitment tracker for site vacancies and provide regular updates to the Head Office.

• Assist in onboarding and deployment activities of newly hired site personnel.

D. Logistics and Service Vehicle Management

• Coordinate and monitor the availability and utilization of the project site's service vehicle.
• Maintain records of vehicle schedules, requests, usage, and other related documentation.
• Coordinate vehicle-related requirements, including preventive maintenance schedules, repairs, registration, and other administrative concerns, in coordination with the appropriate personnel.
• Monitor vehicle-related supplies, documents, and other operational requirements.
• Ensure that service vehicle requests are properly coordinated and documented.

E. Supplies and Inventory Management

• Monitor and maintain an accurate inventory of office, administrative, and project site supplies.
• Conduct regular inventory counts and reconcile physical stocks against inventory records.
• Prepare and coordinate requests for replenishment of supplies based on actual usage and established stock levels.
• Monitor the issuance and utilization of supplies to ensure proper accountability and minimize unnecessary consumption.
• Maintain proper documentation of stock receipts, issuances, and replenishment requests.

F. Administrative and IT Coordination

• Coordinate with the IT Department regarding the issuance, retrieval, and monitoring of trade tools and other company-issued equipment for site personnel.
• Maintain records of issued trade tools, equipment, and other company assets assigned to employees.
• Coordinate the reporting and resolution of issues involving company-issued equipment and IT-related requirements.
• Facilitate site-level administrative communications between employees, project management, Head Office, and support departments.
• Assist in coordinating other administrative requirements necessary for the smooth operation of the project site.

G. General Administrative and HR Support

• Provide day-to-day HR and administrative assistance to project site personnel and management.
• Assist in the implementation and communication of company HR policies, procedures, programs, and initiatives at the project site.
• Prepare routine HR and administrative reports as required by the Head Office.
• Assist in employee engagement, orientation, meetings, and other HR activities conducted at the project site.
• Perform other related duties and ad hoc assignments that may be assigned by the immediate supervisor or management.

Minimum Qualificatons:

• Bachelor's degree in Human Resources Management, Business Administration, Psychology, or a related field.
• At least 1–2 years of experience in HR, administrative, or site-based HR support functions is preferred.
• Experience in timekeeping, employee records, recruitment coordination, and general administrative work is an advantage.
• Proficient in Microsoft Office applications, particularly Excel and Word.
• Strong organizational and record-keeping skills.
• Good written and verbal communication skills.
• Able to coordinate effectively with employees, supervisors, project personnel, and Head Office teams.
• Detail-oriented, organized, and able to manage multiple administrative requirements.
• Willing to work on-site in Lipa, Batangas from Monday to Saturday, 8:00 AM to 5:00 PM.