HR Assistant (GY shift) - Onsite

Role: HR Assistant (GY-shift) 

The HR assistant provides administrative and operational support across the employee lifecycle: onboarding, offboarding, attendance, leave, and employee records. The role keeps HR documentation accurate, timely, and confidential and supports compliance with Philippine labor laws, government-mandated contributions and benefits, the Data Privacy Act, and company policies.

Primary Responsibilities:

• Ensure every new hire is fully documented, registered, and oriented before or on the first day of work.

• Monitor and follow up on pre-employment requirements, such as NBI or police clearance, PSA birth certificate, diploma and transcript, medical or fit-to-work certificate, ID photos, and

  previous employer documents (Certificate of Employment, BIR Form 2316).

• Collect, verify, and file statutory identification numbers: TIN, SSS, PhilHealth, and Pag-IBIG

  (HDMF).

• Assist new hires with registration or updating of their SSS, PhilHealth, and Pag-IBIG records and with BIR Form 1902 or 2305 when needed, in coordination with the HR Generalist and Payroll.

• Prepare regular employment documents and contracts, company policy acknowledgments, and personnel forms for management signature.

• Schedule and coordinate new hire orientations, including company policies, Safe Spaces Act and anti-sexual harassment policy, and occupational safety and health requirements.

• Maintain onboard records, trackers, and reports.

• Ensure separations are processed in an orderly way, within legal timelines, and with complete documentation.

• Receive and process resignation letters and confirm the required 30-day notice period, or the agreed shorter period, with the HR Generalist.

• Prepare and monitor clearance forms, follow up on accountabilities and department signoffs, and track the return of company property.

• Schedule and facilitate exit interviews and compile exit interview data.

• Endorses completed clearances to the payroll team for final pay computation, tracking that final pay is released within 30 days from clearance completion.

• Prepare the Certificate of Employment, to be issued within 3 days from the employee's request, and BIR Form 2316 for separated employees, as assigned.

• Maintain offboarding records and attrition reports.

3. Attendance and Workforce Administration

• Supports accurate, well-documented timekeeping that feeds correct payroll.

• Monitor daily attendance and call-in notifications.

• Track and consolidate attendance correction requests, overtime, undertime, schedule adjustments, rest day work, holiday work, and night shift work with supporting approvals.

• Verify that overtime and premium-pay-related entries (overtime, night shift differential, rest day, and holiday work) are properly approved and documented before endorsement to Payroll.

• Maintain attendance databases and trackers and generate attendance reports (tardiness, absences, undertime, and overtime) as requested.

• Escalate attendance discrepancies, repeated tardiness, and incomplete documentation to the HR Generalist.

• Supports consistent and lawful administration of leave benefits.

  Receive, log and track leave applications and verify completeness of requirements, such as medical certificates and supporting documents.

• Administer leave per company policy and applicable laws.

• Maintain leave balances and accruals.

• Coordinate approvals with TLs / AMs and assist employees with leave filing procedures.

• Keeps complete, current, and confidential records that can withstand audit or a DOLE inspection.

• Create, organize, and maintain 201 files in both electronic and hardcopy form.

• Ensure files contain required documents: application documents, contracts, government IDs and numbers, medical records, performance and disciplinary records, and personnel action forms.

• Update employee databases for changes in civil status, dependents, address, position, salary, and status, based on valid supporting documents.

• Conduct periodic file audits, monitor outstanding documents, and follow up on missing requirements.

• Scan, file, archive, and retrieve documents, and apply records retention and disposal rules approved by the company.

• Restrict access to records to authorized personnel only.

• Prepare HR forms, templates, certifications (such as employment, compensation, and contribution certifications), and routine correspondence, including notices to explain and memos as directed by the HR Generalist or HR Director.

• Support employee engagement activities, company events, and recognition programs.

• Coordinate document routing and approvals and maintain HR supplies and logs.

• Encode data and prepare reports as required, and support special HR projects.

• Perform other related duties assigned by the HR Generalist or management.

Qualifications and Competencies:

Minimum Qualifications

• Bachelor's degree in psychology, Human Resource Management, Business Administration, Office Administration or a related field.

• At least 1 year of HR, administrative, or records experience is preferred; fresh graduates with relevant internships or training are encouraged to apply.

• Working knowledge of the Labor Code of the Philippines and the basics of SSS, PhilHealth, Pag-IBIG, and BIR requirements.

• Proficient in MS Office, especially Excel (filters, lookups, and pivot tables) and Word; experience with an HRIS or timekeeping system is an advantage.

• Good written and spoken English and Filipino.

Core Competencies

• Attention to detail and accuracy in data entry and documentation.

• Organization, time management, and ability to meet payroll and government deadlines.

• Integrity and discretion in handling confidential information.

• Clear, courteous communication and a service attitude toward employees and managers.

• Follow-through on pending requirements and escalation of issues at the right time.

• Ability to work with minimal supervision and adapt to changing priorities.