HUMAN RESOURCE ASSISTANT

Position Title

Human Resources Assistant / HR Staff

Job Summary

The Human Resources Assistant is responsible for supporting and implementing the company’s HR processes and administrative functions, particularly in recruitment and selection, attendance monitoring, employee relations, onboarding, documentation, and employee records management.

The position ensures the timely and accurate processing of employee information, attendance and timekeeping records, recruitment requirements, payroll-related documents, and disciplinary actions. The role also coordinates closely with branch personnel, employees, Accounting and Finance, and management to ensure smooth and efficient HR operations.

Key Duties and Responsibilities

1. Recruitment and Selection – 25%

• Coordinate with branches regarding manpower requirements and ensure completion of Manpower Requisitions for vacant positions.
• Source qualified applicants through online job portals, social media platforms, professional networking sites, employee referrals, and other recruitment channels.
• Review and evaluate resumes and applications based on position requirements.
• Conduct initial interviews to assess candidates’ qualifications, experience, skills, and suitability for the position.
• Prepare and present qualified candidates for management consideration.
• Facilitate and schedule final interviews with the Chief Operating Officer (COO).
• Process the hiring of selected candidates, including job offers and pre-employment requirements.
• Conduct background checks for supervisory and managerial applicants.
• Prepare employment contracts and verify the completeness and accuracy of pre-employment documents.
• Conduct onboarding and orientation for newly hired employees.
• Maintain updated recruitment and employee records.

2. Attendance and Timekeeping Monitoring

• Extract and monitor attendance records and data from Gecko.
• Prepare and distribute daily Time-In and Time-Out reports for each branch through the designated group communication channel.
• Prepare and submit detailed absence reports to the Chief Operating Officer.
• Monitor and update employee timekeeping records, leaves, and Daily Time Records (DTR).
• Coordinate with Accounting and Finance regarding accurate attendance and timekeeping records needed for payroll processing every 5th and 20th of the month.
• Verify and resolve discrepancies in attendance and timekeeping records.

3. Employee Relations

• Monitor employee tardiness, absences, schedule changes, days off, and shift assignments.
• Review attendance records against the approved Monthly Operations Schedule.
• Coordinate with branch personnel regarding attendance and scheduling concerns.
• Facilitate the proper and timely implementation of disciplinary actions in accordance with company policies and procedures.
• Assist in addressing employee and labor relations concerns.
• Maintain proper documentation of disciplinary actions and employee-related cases.
• Promote compliance with company policies, rules, and regulations.

4. Administrative and HR Support Functions

• Submit daily task accomplishment reports to the Chief Operating Officer at the end of each working day.
• Prepare and update weekly PowerPoint presentations and HR-related reports.
• Maintain and update the Manpower Masterlist.
• Prepare company memorandums, notices, and other HR-related communications.
• Prepare notices for the weekly Tuesday meetings.
• Prepare notices for Values Formation activities every Wednesday.
• Prepare notices for the 1st Friday Mass every first Friday of the month.
• Prepare and document Minutes of the Meeting for weekly meetings.
• Monitor and consolidate employee engagement activities, including Facebook likes and shares on official Focal Sight posts.
• Maintain organized and updated employee files and HR records.
• Provide administrative support for other HR and company activities as needed.

5. Other Responsibilities

• Maintain a clean, organized, and professional work area.
• Ensure that office equipment and HR-related tools are properly maintained and in working condition.
• Observe company policies, procedures, and confidentiality requirements.
• Perform other duties and responsibilities that may be assigned by management from time to time.

Qualifications

Educational Attainment

• Bachelor’s degree in Psychology, Human Resource Management, Business Administration, or a related field.

Experience

• At least 2–3 years of relevant experience in Human Resources, recruitment, employee relations, administration, or a related field.

Required Knowledge and Skills

• Knowledge of HR principles, recruitment procedures, employee relations, and basic labor practices.
• Proficiency in Microsoft Office, particularly Word and PowerPoint.
• Strong proficiency in Microsoft Excel, including data organization and reporting.
• Experience or familiarity with AppSheet and digital attendance/timekeeping systems is an advantage.
• Proficiency in Canva and other basic graphic design applications.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy in data entry and record keeping.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential employee information with discretion.
• Ability to coordinate effectively with employees, branch personnel, management, Accounting and Finance, and other stakeholders.
• Ability to work independently while managing multiple HR and administrative tasks.

Organization Impact / Stakeholder Interaction

StakeholderFrequency of Interaction Branch EmployeesDaily / Regular Office EmployeesDaily / Regular Management / COODaily / Weekly Accounting and FinanceRegular, particularly during payroll periods ConsultantsAs needed External ClientsOccasional / As needed

Key Areas of Accountability

The position is primarily accountable for:

• Recruitment and hiring support
• Accurate attendance and timekeeping records
• Employee records and documentation
• Employee relations and disciplinary action coordination
• Payroll-related attendance coordination
• Employee onboarding and orientation
• HR administrative reports and documentation
• Compliance with company HR policies and procedures

Performance Expectations

The successful candidate is expected to demonstrate accuracy, confidentiality, responsiveness, professionalism, and strong coordination skills while ensuring that HR processes and employee-related documentation are completed accurately and within the required timelines.