HR Assistant

Job Summary

We are looking for a detail-oriented, organized, and people-oriented HR Assistant to join our Human Resources Department.

The HR Assistant will provide administrative and operational support across recruitment, onboarding, employee evaluation, timekeeping, employee relations, HR documentation, government compliance, training, and HR reporting. The successful candidate should be able to handle multiple HR tasks efficiently while maintaining accuracy, professionalism, and confidentiality.

Key Responsibilities

Recruitment & Hiring

• Assist in the end-to-end recruitment process.
• Post job vacancies through JobStreet, social media, and other recruitment platforms.
• Screen applicants and conduct initial interviews and assessments.
• Coordinate interviews with department heads and management.
• Monitor pre-employment requirements and prepare job offers and onboarding documents.
• Maintain accurate applicant and recruitment records.
• Endorse newly hired employees to the concerned departments for onboarding and deployment.

Employee Onboarding & Orientation

• Conduct New Employee Orientation.
• Explain company policies, rules and regulations, Code of Conduct, benefits, and workplace expectations.
• Ensure completion of onboarding requirements and employment documents.
• Maintain orientation and onboarding records.

Performance Evaluation

• Monitor probationary employee evaluations during the 1st, 3rd, and 5th months of employment.
• Coordinate with supervisors and department heads regarding evaluation schedules.
• Distribute, collect, and consolidate evaluation forms.
• Prepare evaluation summaries for HR Supervisor review.
• Assist in the regularization assessment process.

Timekeeping & Attendance

• Monitor attendance, time-in/time-out, tardiness, absences, undertime, and overtime.
• Review biometric and attendance records.
• Process leave applications, official business forms, overtime requests, and timekeeping adjustments.
• Coordinate attendance discrepancies with employees and department heads.
• Prepare accurate timekeeping reports for payroll processing.

Employee Relations

• Assist employees with routine concerns regarding policies, attendance, leave, benefits, and HR procedures.
• Document and assist in resolving minor employee concerns.
• Prepare documentation for minor disciplinary cases, including Incident Reports and Notices to Explain (NTEs), subject to HR Supervisor review.
• Escalate major, confidential, or sensitive matters to the HR Supervisor.

HR Administration & Documentation

• Maintain and organize employee 201 files and HR records.
• Prepare certificates, memoranda, notices, and other HR documents.
• Monitor probationary periods, regularization schedules, contract expiration, and renewals.
• Maintain confidentiality and accuracy of employee information.
• Assist in implementing HR policies, programs, and company activities.

Compliance & Government Requirements

• Monitor employment contracts, government IDs, licenses, permits, and mandatory requirements.
• Assist in preparing documents for DOLE inspections, audits, and government compliance.
• Prepare and monitor requirements related to SSS, PhilHealth, Pag-IBIG, BIR, and other statutory requirements.
• Monitor employee acknowledgment of company policies, Employee Handbook, and Code of Conduct.

HRIS & Reporting

• Maintain and update employee information in the HRIS and company databases.
• Generate HR reports as needed.
• Prepare monthly reports covering recruitment, attendance, turnover, leave utilization, and manpower status.
• Maintain HR trackers and monitoring dashboards.

Employee Services

• Assist employees with employment certificates, IDs, leave applications, government forms, and other HR requests.
• Ensure timely processing of employee requests.

Training Support

• Coordinate training schedules and attendance.
• Prepare training materials, evaluation forms, attendance sheets, and certificates.
• Maintain training and learning records.

Policy Implementation & Records Management

• Assist in the dissemination and implementation of company policies, SOPs, and HR memoranda.
• Monitor employee compliance with HR requirements.
• Maintain proper filing, indexing, archiving, and version control of HR documents.
• Ensure proper handling and protection of confidential HR records.

Internal Coordination

• Coordinate with Administration regarding IDs, uniforms, lockers, and workspace preparation.
• Coordinate with Accounting regarding payroll requirements and employee status updates.
• Coordinate with Department Heads regarding attendance, manpower requirements, and employee evaluations.
• Coordinate with IT regarding system access, email accounts, and company-issued devices for new hires.

Qualifications

• Bachelor's Degree in Human Resources Management, Psychology, Business Administration, or a related field.

• Preferably with 1 year of experience in HR or administrative work; fresh graduates with relevant internship experience may also be considered.

• Knowledge of Philippine labor standards and basic HR practices is an advantage.

• Familiarity with SSS, PhilHealth, Pag-IBIG, BIR, and DOLE requirements is an advantage.

• Proficient in Microsoft Office and Google Drive.

• Strong organizational and time-management skills.

• Excellent written and verbal communication skills.

• High attention to detail and accuracy.

• Able to handle confidential information with professionalism and discretion.

• Willing to coordinate with employees and different departments.

• Can work independently while also being a team player.

Preferred

• Preferably residing in San Pedro, Laguna or nearby areas.
• Willing to report onsite in San Pedro, Laguna.
• Able to work a 5-day workweek with 2 rest days.
• Available to work 8:00 AM – 5:00 PM.