HR Assistant - Promo

Job Summary

The HR Assistant – Recruitment & Manpower provides support in the day-to-day recruitment and manpower operations of the Company, with a primary focus on the recruitment, onboarding, deployment, and monitoring of promodisers and agency-sourced personnel.

The role assists in sourcing and screening candidates, coordinating with manpower agencies, maintaining recruitment and employee records, monitoring manpower requirements, and supporting HR activities to ensure timely and adequate staffing across the organization.

Duties and Responsibilities

Recruitment & Sourcing

• Assist in the end-to-end recruitment process for promodisers, agency personnel, and other assigned positions.
• Source candidates through job portals, social media, referrals, recruitment networks, walk-ins, and other channels.
• Post and update job vacancies and recruitment advertisements.
• Screen applications and conduct initial interviews to assess candidates based on the required qualifications.
• Schedule interviews and coordinate applicants with the hiring managers or concerned departments.
• Maintain an updated database and pool of qualified applicants for current and future manpower requirements.
• Follow up with applicants regarding interview results, job offers, requirements, and deployment schedules.
• Monitor and provide updates on the status of applicants and open positions.

Promodiser Recruitment & Deployment

• Assist in recruiting and processing promodisers based on approved manpower requirements.
• Coordinate the completion and submission of pre-employment requirements.
• Assist in the onboarding and orientation of newly hired promodisers.
• Coordinate deployment schedules, store assignments, transfers, and replacements.
• Maintain updated lists of deployed promodisers and their assigned locations.
• Monitor manpower vacancies and coordinate with the appropriate personnel for immediate replacement of resigned, absent, or unavailable promodisers.
• Conduct regular follow-ups with deployed promodisers regarding attendance, assignments, and other work-related concerns.

Manpower Agency Coordination

• Assist in coordinating with manpower agencies regarding recruitment, deployment, replacements, and other personnel requirements.
• Communicate approved manpower requirements and deployment schedules to partner agencies.
• Follow up with agencies regarding candidate endorsements, deployment status, and replacement requests.
• Maintain updated records of agency-sourced personnel.
• Assist in monitoring agency manpower levels, attendance, turnover, and replacement requirements.
• Coordinate agency-related concerns with the HR Manager or concerned department.
• Assist in reviewing agency billing documents and coordinating discrepancies with the appropriate departments.

Manpower Monitoring & Reporting

• Maintain accurate and updated manpower rosters and recruitment trackers.
• Monitor approved manpower requirements versus actual headcount and deployment.
• Prepare daily, weekly, and monthly recruitment and manpower reports.
• Track vacancies, applicants, hires, pending requirements, deployed personnel, and replacement requests.
• Provide regular recruitment and manpower updates to the HR Manager and concerned departments.
• Assist in monitoring attendance, absences, tardiness, and turnover of deployed promodiser, as required.

Onboarding & Employee Records

• Assist in the preparation and completion of employment and onboarding documents.
• Ensure newly hired employees complete the required pre-employment documents before deployment.
• Maintain and update employee records, recruitment files, and 201 files.
• Assist in employee orientation and briefing on Company policies and procedures.
• Assist in processing employee transfers, resignations, clearances, and other employment-related documentation.

Employee Relations & HR Support

• Receive and document basic employee and promodiser concerns and escalate matters requiring management or HR intervention.
• Assist in documenting attendance, performance, conduct, and other employee-related concerns.
• Support the HR team in preparing notices, incident reports, disciplinary documentation, and other HR-related documents.
• Assist in employee engagement activities and other HR initiatives.

HR Administration & Compliance

• Ensure HR records and documents are properly filed, organized, and updated.
• Assist in ensuring compliance with Company policies and applicable employment requirements.
• Assist in monitoring requirements related to DOLE and other government regulations, as instructed by the HR Manager.
• Maintain confidentiality of employee, applicant, payroll, recruitment, and Company information.
• Perform general administrative and clerical duties related to HR operations.

Other Responsibilities

• Assist in job fairs, recruitment activities, career events, and other hiring initiatives.
• Assist in urgent and high-volume recruitment activities as required by the Company.
• Perform other HR and administrative tasks that may be assigned by the HR Manager or Management.

Qualifications

• Graduate of Human Resource Management, Psychology, Business Administration, or a related course.
• Preferably with 1–2 years of experience in recruitment or HR, but fresh graduates with relevant internship or recruitment experience may be considered.
• Experience in high-volume recruitment, promodiser recruitment, retail recruitment, or manpower agency coordination is an advantage.
• Good communication and interpersonal skills.
• Organized, detail-oriented, and able to maintain accurate records.
• Able to handle multiple recruitment requirements and meet deadlines.
• Proactive and willing to follow up with applicants, agencies, and internal departments.
• Basic knowledge of recruitment and HR processes.
• Proficient in Microsoft Office/Google Workspace and comfortable using recruitment platforms and online communication tools.
• Willing to travel or conduct field visits when required.
• Amenable to work onsite in New Manila, Quezon City.