HR & Admin Receptionista

DUTIES & RESPONSIBILITIES:

1. Reception & Front Desk Management:

• Welcome and assist visitors, guests, applicants, suppliers, and other individuals entering the premises in a professional and courteous manner, ensuring they are properly directed to the appropriate offices or personnel.
• Receive, screen, and direct incoming telephone calls, emails, and other inquiries to the appropriate departments or personnel.
• Maintain the reception area in a clean, organized, and presentable condition.
• Manage visitor registration, maintain visitor logs, and coordinate appointments and scheduled meetings.
• Receive, sort, record, and distribute incoming and outgoing mail, documents, packages, and deliveries.
• Assist in arranging meetings, preparing meeting rooms, coordinating schedules. Monitor and manage the use of the boardroom and conference rooms and coordinate with the concerned or assigned personnel to ensure that visitors and guests are properly accommodated, including the preparation and serving of office supplies, beverages, and refreshments during meetings or events.
• Provide administrative support to company executives and its affiliated companies by coordinating schedules, meetings, and events, and maintaining updated calendars in close coordination with their respective Executive Assistants or designated company representatives.

2. Administrative Support:

• Provide general administrative and clerical support to the HR and Admin Department and other departments.
• Monitor office supplies and pantry inventory, coordinate replenishment requests with Accounting Department, and facilitate the issuance of supplies.
• Assist in coordinating office maintenance, repairs, housekeeping, and other facility-related concerns.
• Assist in processing purchase requests, reimbursement documents, and other administrative forms.
• Maintain an organized filing system for administrative records, correspondence, and office documents.
• Disseminate internal memoranda and advisories to all offices regarding emergency preparedness programs, public safety announcements, and other relevant advisories issued by the Local Government Unit (LGU) or appropriate authorities.
• Report reception, security, facility, and administrative concerns to the appropriate personnel.
• Coordinate Gift Shop-Apparel concerns, including communicating with suppliers regarding new apparel designs, requested modifications, specifications, and other related requirements.
• Receive, process, monitor, and ensure the proper fulfillment of Gift Shop-Apparel requests in coordination with the Accounting Department and suppliers.
• Monitor Gift Shop-Apparel inventory, maintain updated stock records, and coordinate replenishment requests to ensure adequate availability of items.

3. Human Resources Support:

• Prepare timekeeping reports on a semi-monthly basis and service charge reports on a monthly basis, ensuring accuracy and timely submission.
• Assist in recruitment activities, including receiving applications, screening initial applicant information, scheduling interviews, and coordinating with hiring managers.
• Maintain and organize employee 201 files, personnel records, and other HR documents while ensuring confidentiality.
• Assist in preparing and processing HR documents, including employment contracts, memoranda, employee notices, and other personnel-related correspondence, subject to the review and approval of the HR Officer.
• Assist in employee onboarding and orientation, including preparing requirements, coordinating schedules, and facilitating the completion of employment documents.
• Monitor and maintain records of attendance, leave applications, and other employee documentation.
• Provide administrative support for employee engagement activities, training sessions, meetings, and company events.
• Coordinate and assist in processing employee clearances and final pay requirements for separated employees, including follow-ups with concerned departments.
• Assist in processing and coordinating employee medical and insurance claims with HMO, life insurance and accident insurance providers.
• Monitor company uniform inventory and coordinate replenishment and stocking requests.
• Respond to employee inquiries and refer confidential, sensitive, or complex HR concerns to the appropriate HR personnel.
• Ensure proper filing, safekeeping, and confidentiality of employee records and other sensitive HR information.

4. Other Duties and Responsibilities

• Perform other duties and responsibilities as may be assigned by the immediate supervisor or Management from time to time.

QUALIFICATIONS:

• Graduate of a Bachelor's degree in Human Resources Management, Business Administration, Office Administration, or any related field.
• Preferably with at least one (1) year of experience in reception, administrative support, or human resources functions.
• With good verbal and written communication skills.
• Proficient in Microsoft Office applications, particularly Microsoft Word, Excel, and Outlook.
• With basic knowledge of HR documentation, timekeeping, attendance monitoring, and records management.
• Highly organized, detail-oriented, and capable of handling multiple tasks efficiently.