HR Assistant

JOB SUMMARY

The HR Assistant provides administrative and operational support to the Human Resources Department. The position assists in recruitment(if needed) , onboarding, employee records management, attendance, employee relation, HR documentation, and implementation of company policies.

The HR Assistant is expected to maintain accurate records, protect confidential employee information, provide timely HR support, and ensure that HR activities are properly documented and aligned with company policies and applicable Philippine labor regulations.

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II. KEY RESPONSIBILITIES

A. HR Administration

• Maintain and update employee 201 files and digital HR records.
• Ensure employee documents are complete, accurate, and properly filed.
• Prepare HR forms, certificates, memos, notices, and other documents.
• Maintain HR trackers and databases.
• Handle employee information with strict confidentiality.
• Assist in HR audits and documentation reviews.

B. Onboarding and Employee Orientation

• Prepare onboarding documents and requirements.
• Assist with employee orientation and introduction to company policies.
• Coordinate account, equipment, access, and other onboarding requirements with concerned departments.
• Ensure new employees understand basic company rules, attendance requirements, benefits, and HR procedures.
• Monitor completion of onboarding requirements.

C. Attendance and Timekeeping

• Monitor employee attendance, tardiness, absences, undertime, and overtime.
• Review timekeeping records and coordinate discrepancies with employees and supervisors.
• Assist employees with timekeeping concerns and required correction forms
• Prepare attendance reports for management.

D. Employee Relations

• Receive and properly document employee concerns and requests.
• Assist employees with HR-related inquiries.
• Escalate sensitive or serious employee concerns to the HR Manager.
• Assist in conducting employee meetings and fact-finding activities when required.
• Maintain proper documentation of employee relations matters.

E. Discipline and Administrative Cases

• Assist in documenting employee violations and incidents.
• Prepare or assist in preparing incident reports, Notices to Explain (NTE), memoranda, and other HR documents as instructed by the HR Manager.
• Maintain confidential records of administrative cases.
• Assist in monitoring deadlines and required responses.
• Ensure that disciplinary documentation follows company procedures and applicable due process requirements.

F. HR Policies and Compliance

• Assist in implementing HR policies and procedures.
• Help communicate company rules, policies, and HR announcements.
• Monitor compliance with established HR procedures.
• Report observed policy violations or compliance concerns to the HR Manager.
• Assist in reviewing HR processes and recommending improvements when appropriate.

G. HR Reports

Prepare and maintain regular reports, including:

• Headcount report
• Attendance report
• Absenteeism and tardiness report
• Employee turnover report
• New hire report
• Employee movement

Qualifications

• Bachelor’s degree in Human Resources, Psychology, Business Administration, or a related field.
• 1–2 years of experience in Human Resources or a related administrative role.
• Experience in recruitment, onboarding, employee records, and general HR administration.
• Knowledge of basic HR policies and employment practices.
• Proficient in Microsoft Office
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive employee information.
• Proactive, dependable, and willing to learn.
• Ability to work effectively both independently and as part of a team.
• Must be willing to work on site EASTWOOD, Libis, Quezon City and Shifting Schedule