HR Administrator

KEY RESPONSIBILITIES:

1. Office Warehouse Cleanliness and Orderliness

• Ensure the office premises are clean, organized, and well-maintained always in accordance with company standards

• Coordinate with utility personnel for daily cleaning schedules

• Ensure proper arrangement and upkeep of office equipment, furniture, and documents

• Ensure proper waste management, including segregation, timely collection, and compliance with local regulations, in coordination with service providers

2. Timekeeping and Attendance Monitoring

• Maintain accurate daily attendance records of all inorganic employees

• Monitor employee time-in and time-out, including tardiness and absences

• Coordinate with Supervisors and/or Lead Coordinators regarding attendance issues and discrepancies

• Ensure compliance with company policies and SOPs on attendance and working hours

3. Expense Liquidation Monitoring

• Ensure timely submission of liquidation reports from field and office teams

• Review and validate submitted receipts for completeness, accuracy, and authenticity

• Ensure all expenses are supported by official and compliant receipts

• Maintain organized records of all liquidation documents for audit and reference

• Ensure all liquidation processes strictly follow company SOPs and guidelines

4. Utilities Monitoring and Payment

• Manage utility accounts, rent and other services, ensure timely payments and /or coordinate with Finance for processing and documentation.

• Maintain records of utility bills and payment history for reference and audit

• Report any irregularities or unusual increases in utility consumption

5. Procurement of Office, Pantry, and Installation Materials

• Conduct canvassing of suppliers to ensure cost-effective purchasing of office, pantry, and installation materials

• Source, compare, and recommend suppliers based on price, quality, and reliability, etc.

• Handle procurement of installation materials such as aluminum, connectors, adhesives, cables, LED strips, power supplies, fixtures, and other project-related items

• Process purchase requests and coordinate with suppliers for timely delivery

• Monitor inventory levels and ensure availability of office and pantry supplies

• Maintain updated records of purchases, supplier database, and cost comparisons

• Ensure all procurement activities comply with company SOPs and approval processes

6. Travel, Accommodation, and Transportation Coordination

• Canvass and compare hotel rates and accommodation options for iSM officers, installers, etc.

• Ensure cost-efficient and suitable lodging based on location, budget, and operational requirements

• Canvass and coordinate with car rental providers for transportation needs of iSM officers during provincial store visits

• Coordinate bookings, schedules, and logistics for travel and transport

• Maintain records of preferred suppliers (hotels and car rentals) and negotiated rates

• Ensure all travel and transportation arrangements follow company policies and

SOPs

7. Records Management (201 Files)

• Maintain and update 201 files of inorganic employees ensuring completeness, accuracy of records and confidentiality

• Organize and file documents systematically for easy retrieval and audit purposes

• Ensure all records are updated in accordance with company policies and regulatory requirements

8. Administrative Support

• Provide general administrative and clerical support to the team

• Maintain filing systems (physical and digital) ensuring easy retrieval of documents

• Assist in scheduling meetings, preparing reports, and handling correspondence

• Support office logistics, including coordination of deliveries and supplies

9. Facility and Office Management

• Report and coordinate repair and maintenance concerns

• Ensure all office utilities are functioning properly

• Assist in implementation of office policies and procedures

• Maintain a safe and conducive working environment

10. Others

• Perform other duties as may be assigned from time to time

QUALIFICATIONS:

• Bachelor’s degree in Human Resources, Business Administration, or any related field

• At least 1–2 years of experience in administrative and/or HR-related roles

• Experience in timekeeping, employee records management (201 files), and basic HR processes is an advantage

• Strong organizational and time management skills with high attention to detail

• Experience in handling documentation, records management, and compliance requirements

• Proficient in Microsoft Office applications (Excel, Word, PowerPoint)

• Good communication and interpersonal skills for coordination with employees, suppliers, and service providers

• Strong coordination and negotiation skills for procurement, travel arrangements, and supplier management

• Ability to handle confidential information with integrity and professionalism

• Familiarity with office operations, facility management, and basic accounting/liquidation processes is an advantage

• Ability to multitask and work in a fast-paced environment

KEY COMPETENCIES:

• Organizational Skills – Ability to maintain structured systems for documents, records (201f iles), and office operations

• Attention to Detail – Ensures accuracy in timekeeping, liquidation, documentation, and compliance requirements

• Confidentiality and Integrity – Handles sensitive employee and company information with professionalism and discretion

• Time Management – Ability to prioritize tasks and meet deadlines across multiple responsibilities

• Coordination and Communication Skills – Effectively coordinates with employees, suppliers, service providers, and management

• Analytical and Problem-Solving Skills – Identifies discrepancies and provides appropriate actions (e.g., liquidation issues, utility concerns)

• Negotiation and Canvassing Skills – Ability to source cost-effective suppliers, accommodations, and transport services

• Compliance and Process Adherence – Ensures all tasks are aligned with company policies and standard operating procedures (SOPs)

• Resourcefulness and Initiative – Proactively addresses operational needs and finds efficient solutions

• Adaptability and Multitasking – Capable of handling multiple functions across HR, admin, and operations in a fast-paced environment