Administration Assistant

Melaleuca of the Philippines, Inc.; Makati; On-site; PHP 279,000 - 446,000; Full time

Job summary

Melaleuca of the Philippines, Inc. in Makati seeks an Administrative Assistant to provide administrative and HR support for daily office operations. You will monitor attendance, assist recruitment, support onboarding, handle records, and serve as a point of contact for staff and external partners.

The role requires strong MS Office skills, good organizational abilities, discretion with confidential information, and communication skills. A related bachelor’s degree is expected.

Qualifications

• Experience in HR recruitment and administrative tasks.
• Bachelor’s degree in a related field preferred.
• Proficiency with MS Office and confidential document handling.

Responsibilities

• Monitor attendance and leave records for accuracy.
• Coordinate recruitment activities and interview scheduling.
• Assist onboarding and policy orientation for new hires.
• Handle office administration, vendor coordination and front desk duties.
• Maintain HR records with confidentiality.

Skills

HR experience

Recruitment coordination

Onboarding support

Office administration

MS Office proficiency

Attention to detail

Discretion with confidential info

Interpersonal communication

Education

Bachelor's Degree in related field

Tools

MS Excel

Word

PowerPoint

Job description

General Summary

The Administrative Assistant is responsible for providing administrative and human resources support to ensure efficient daily office operations. The role includes employee attendance monitoring, recruitment coordination, onboarding assistance, office administration, documentation handling and serving as a point of contact for employees, applicants, visitors, and external partners.

Principal Responsibilities

Human Resources

(a) Attendance and Leave Management

• Monitor and maintain accurate employee attendance and timesheet records
• Track employee leave balance, leave applications, and ensure proper documentation
• Coordinate and assist employees regarding leave concerns and attendance-related inquiries
• Maintain confidentiality and accuracy of employee attendance records

(b) Overtime Administration

• Monitor and process employee overtime applications in accordance with Company’s policy
• Validate completeness of approved overtime forms before submission for payroll processing
• Maintain proper filing and monitoring of overtime records

Recruitment Support

• Assist in the end-of-the-end recruitment process for open positions
• Prepare and post job advertisement through recruitment platforms such as JobStreet, Indeed, Linkedln, and other approved channels
• Review and screen applicants based on the job qualification and requirements
• Coordinate interview schedules between hiring managers/interviewers and candidates
• Communicate with applicants regarding interview schedules, requirements, and applications status
• Conduct background and reference checks as part of the hiring process
• Maintain applicant records and recruitment trackers

Employee Onboarding Support

• Assist newly hired employees during onboarding activities
• Conduct HR orientation and introduction to company policies, guidelines, and procedures
• Facilitate company introductions and office familiarization for new employees
• Coordinate endorsements of new hires to respective departments for job-related training
• Ensure completion and proper filing of pre-employment and onboarding documents

Administrative and Office Support

(a) Office Support

• Provide general administrative support to ensure smooth office operations
• Coordinate hotel reservations, travel arrangements, and other business-related bookings
• Coordinate office repairs and maintenance requirements with vendors/service providers
• Monitor office and pantry supplies inventory and ensure timely replenishment
• Manage supplies needed for employees, guests, and office activities

(b) Petty Cash Monitoring

• Handle and monitor petty cash transactions
• Ensure proper documentation, liquidation, and reconciliation of petty cash expensesMaintain accurate petty cash records in compliance with company procedures

(c) Company Event Support

• Assist in planning and coordination of company activities including Quarterly Townhalls meetings and employee events
• Coordinate logistics, materials, supplies, and other requirements for company activities

Reception and Front Office Duties

• Receive, record, and endorsed incoming documents to appropriate departments or personnel
• Answer and route phone calls professionally
• Welcome visitors, applicants, and guests and provide necessary assistance
• Service as first point of contact for office visitors and external partners
• Manage incoming and outgoing deliveries through courier services (e.g. Lalamove and other providers)
• Maintain professional reception and office environment

Records Management and Compliance

• Maintain organized filing of HR and administrative documents
• Ensure confidentiality of employee records and company information
• Assist in preparation of HR reports, trackers, and documentation as required
• Support compliance with company policies and government requirements when needed

Supervision of Others

• Does not supervise others

Knowledge, Skills and Ability Requirements

• Preferably with some experience in HR especially recruitment and administrative functions
• Knowledge of basic labor standards is an advantage
• Proficient in MS Office applications (Excel, Word, PowerPoint)
• Strong organizational skills and detailed oriented
• Able to exercise discretion with confidential and sensitive information
• Good interpersonal and communication skills

Education Requirements

• Bachelor's Degree in Human Resources, Psychology, Business Administration or related field.