HR Operations Supervisor

Job Summary

Assists the HR Operations Manager in managing the HR Operations team by supervising and guiding staff in their daily tasks. Monitors the execution of compliance (licenses, DDO and MDR), employee and labor relations, employee lifecycle and records, engagement and development, and HR policies, systems, analytics and audit, ensuring all HR processes are accurate, timely, and legally defensible.

Duties and Responsibilities

A. Team Supervision and Operational Leadership

• Assign, prioritize, and monitor the HR Operations team’s daily tasks to ensure accurate, on-time work within policy and service-level standards.

• Coach and guide HR staff; serve as first point of escalation for team and operational concerns.

• Hold regular team huddles and submit consolidated status reports to the HR Operations Manager.

• Provide input on team KPIs and performance appraisals; recommend process improvements.

• Act as officer-in-charge of HR Operations in the Manager’s absence, within delegated authority.

B. Compliance (Licenses, DDO and MDR Issuance)

• Maintain a license and permit expiry tracker (security guard licenses, NBI/police clearances, medical and neuro-psychiatric results, training certificates); ensure no employee is deployed or kept on post with expired or missing requirements.

• Supervise accurate and timely issuance and filing of Duty Detail Orders (DDOs) for every deployment.

• Oversee on-time submission of the Monthly Disposition Report (MDR) and other regulatory reports.

• Monitor compliance with the Labor Code, DOLE D.O. 174 s. 2017, R.A. 11917 (Private Security Services Industry Act), and the Data Privacy Act (R.A. 10173).

• Coordinate with Payroll/Finance on timely SSS, PhilHealth, and Pag-IBIG remittances; support government and client audits and close corrective actions.

C. Employee Relations, Discipline and Labor Relations

• Act as first-level HR contact for employee concerns and grievances; resolve or escalate promptly.

• Supervise administrative cases with strict procedural due process (Notice to Explain, opportunity to be heard, Notice of Decision).

• Review incident reports, notices, hearing minutes, and decisions for completeness and legal defensibility; maintain a case log tracking status and aging.

• Assist the HR Operations Manager and legal counsel in preparing documents for SEnA, NLRC, and other labor proceedings.

D. Employee Lifecycle and Records Management

• Oversee complete and accurate 201 files from hire/deployment to separation, including pre-employment requirements and contracts.

• Monitor timely processing of employee movements (transfers, regularization, promotions, renewals, end-of-contract).

• Supervise separation: clearance, return of company property, final pay coordination with Payroll, and issuance of Certificates of Employment.

• Ensure ECS and master employee database accuracy through periodic validation; enforce records confidentiality and data privacy controls.

E. Employee Engagement and Development

• Implement retention and engagement programs (recognition, welfare, communication activities, surveys).

• Monitor turnover, absenteeism, and exit interview results; recommend retention measures.

• Coordinate mandatory, refresher, and skills training per client TOR; maintain training records and support the annual training plan.

F. HR Policies, Systems, Analytics and Audit

• Ensure consistent application of the Employee Handbook, Code of Conduct, and HR policies; recommend updates.

• Supervise standardized onboarding (orientation, documentation, policy acknowledgment) and offboarding (clearance, exit interview, records closure).

• Maintain HR SOPs, templates, and checklists; prepare monthly HR reports and analytics for management.

• Conduct periodic internal audits of 201 files, licenses, DDOs/MDRs, and HR transactions; ensure findings are closed.

Qualifications

• Bachelor’s degree in Psychology, HRM, Business Administration, Behavioral Science, or related field; post-graduate units in HRM or Labor Relations is an advantage.
• 3–5 years in HR generalist or HR operations, with 1–2 years as supervisor or team lead; manpower, security services, or multi-site deployment experience preferred.
• Labor Code and DOLE issuances, due process; PNP-SOSIA / R.A. 11917 licensing, DDO and MDR; SSS, PhilHealth, Pag-IBIG; Data Privacy Act; HRIS and Microsoft 365 Apps.
• Leadership and coaching; employee relations and conflict resolution; attention to detail; English and Filipino communication; time management across sites; integrity and confidentiality; analytical problem-solving.