Administrative Specialist/Assistant
Value Like Minded International Inc.
Duties & Responsibilities
Ø Maintaining physical and digital personnel records like employment contracts and other staff requests. Ensure that all requirements are up to date on their 201 files.
Ø Update internal databases in QB and TV monitor display with new hire information.
Ø Create and distribute guidelines and FAQ documents about company policies.
o HR Admins regularly draft and circulate updates on HR policies, employee conduct, and benefits changes. Clear and timely communication keeps employees informed and aligned with company values and policies.
Ø Gather and prepare payroll data like Biometric Attendance, leave details and working days.
o On a daily basis, HR Admins help gather attendance data for payroll, verify timesheets, and assist with full-and-final settlements for exiting employees. Integrated payroll systems have reduced errors, but manual checks by HR Admins remain essential for accuracy.
o Email & submit hardcopies together will all the relevant payroll attachments like OT, leaves, etc. to the correspondents.
Ø Handling resignations and exit processes. Manages exit interviews, ensure clearance from all departments, and coordinate the issuance of relieving letters and final settlements. This ensures the offboarding process is handled respectfully, maintaining the company’s reputation and encouraging future rehires.
Ø Publish, recruit and remove job ads.
Ø Schedule job interviews and contact candidates as needed.
Ø Prepare reports and presentations on HR-related metrics like total number of hires by department, update TV monitor monthly like Birthdays, events, etc.
Ø Develop training and onboarding materials.
Ø Respond to employees’ questions about benefits (for example, number of vacation days they’re eligible for).
Ø Organize company events and team-building activities.
Ø Ensure forms like staff daily checklist, OT, Gate pass and other related forms are up to date and in stock.
Ø Helps with purchase request inquiries, raise purchase requisition and encode data required in QB like inventory and miscellaneous expenditures.
Ø Maintain confidentiality and handle sensitive information with care.
Ø Protect employee information by following strict confidentiality protocols and limiting data access to authorized personnel only.
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