HR & ADMIN ASSISTANT

Philippine NSE Design Services Inc.; Makati; On-site; PHP 240,000 - 360,000; Full time

Job summary

Philippine NSE Design Services Inc. is seeking an organized HR & Admin Assistant to support our growing team in Makati.

The role covers HRIS data, payroll-related deductions, and office administration with opportunities to learn and contribute to a positive workplace. The ideal candidate holds a bachelor’s degree in HR/psych/business, 6–12 months of HR experience, strong communication skills, and proficiency in MS Office.

Qualifications

• Bachelor’s degree in human resources, psychology, business, or related field.
• 6 months to 1 year HR experience preferred (generalist or assistant role).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in MS Office and HRIS systems.
• Japanese bilingual is an advantage (JLPT Passer).

Responsibilities

• Create and update employee records in the HRIS portal.
• Assist in updating employee salaries and government deductions (SSS, HDMF, PHIC, WHT).
• Prepare and maintain employee folders and COE issuance.
• Assist in work permit renewals, police/NBI clearances, and government document requirements.
• Handle clerical duties, receptions, and office management tasks.
• Coordinate training records and development activities.

Skills

Organizational skills

Multitasking

Communication skills

MS Office

HRIS

Japanese bilingual

Education

Bachelor's degree in HR / Psychology / Business

Tools

HRIS systems

MS Office

Job description

Position Title: HR & ADMIN ASSISTANT

Primary Role:

We are seeking a motivated HR & Admin Assistant to support our growing team. The ideal candidate is organized, dependable, and willing to learn, with good communication and coordination skills. This role offers an opportunity to be involved in HR and administrative activities while developing your skills and contributing to a positive workplace.

Key Responsibilities:

Human Resources & Employee Records

• Create new employee 201 records in the HRIS portal.
• Assist in Updating employee salaries and government deductions (SSS, HDMF, PHIC, WHT) after salary adjustments.
• Prepare and maintain employee 201 folders.
• Check employee documents for completeness and accuracy.
• Scan, rename, and organize employee documents.
• Upload employee documents to the HRIS/201 portal.
• Assist in preparing documents for SSS, TIN, Pag-IBIG, PHIC, and payroll ATM applications.
• File and maintain hard copies of employee documents.
• Assist in Preparing issuance of Certificates of Employment (COE).

Work Permit & Employee Compliance

• Assist in annual employee work permit renewals.
• Assist in preparing and check work permit application forms.
• Assist in preparing police/NBI clearance applications.
• Assist in preparing Community Tax Certificate requirements.
• Assist in scheduling employee X-rays and prepare payment requests.
• Prepare and maintain the Health Certificate monitoring list.
• Assist in preparing gate passes and work permits.
• Assist in coordinating employee requirements with Building Administration.

Training & Development

• Assist in conducting employee training and development programs.
• Update employee training and seminar records in the 201 portal.
• Assist in preparing training monitoring reports.
• Assist in conducting training needs analysis.

Clerical & Office Management

• Handle incoming calls
• Handle reception calls/visitors.
• Arrange Meetings, appointments, Japanese itineraries/requests
• Maintain office supplies and inventory
• Assist in Preparing Monthly Birthday Celebration Purchase Request , coordinate with accounting

Purchase Requests / Purchase Orders / Reimbursements

• Assist in Creation of All Purchase Requests/Purchase Order and compile Receipts

Recreational Activities (Yearend, Anniversary, Birthdays, Team Building & other Activities)

• Search for Venue, Transpo
• Assist in preparing Budget, Itinerary, Reminders
• Prepare contracts with Venue, transpo
• Prepare Games, materials, prizes
• Prepare Bus permit, request, parking arrangement
• Prepare Purchase Request of the event
• Celebration Host

Office & Pantry Supplies

• Check/Monitor pantry, restroom, office, and medicine supplies.
• Maintain organized and fully stocked supply cabinets.
• Canvass prices and source required items.
• Order water, coffee, tissue, and other office supplies.
• Prepare To-Buy Lists and Purchase Requests.
• Monitor inventory and ensure timely replenishment.

Travel & Guest Arrangements

• Book hotels, car rentals, restaurants, and transportation as requested.
• Arrange airport transfers and transportation for Japanese guests.
• Prepare itineraries and other guest arrangements.
• Coordinate business-related travel requirements.

Other Office Affairs

• Assist in preparing Gate Pass or Work Permits.
• Coordinate with Building Admin requests, etc.
• Prepare list and printing budget of Business cards as needed
• Receive/entertain callers from the reception (billings, etc. )
• Update the company bulletin board with the latest information.
• Maintain accurate and organized records and documentation.
• Perform other HR and administrative duties as assigned by management.

Website & Social Media

• Update company website and social media pages.
• Post company events, hiring announcements, and company updates.
• Monitor and respond to inquiries or coordinate them with the appropriate department.

Ideal Qualifications:

• Bachelor's degree in human resources, Psychology, Business Administration, or related field
• 6 months to 1 year of HR experience preferred (generalist or assistant role)
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Proficiency in MS Office and HRIS systems
• Japanese Bilingual is an advantage (additional allowance if JLPT Passer)

Hiring Process:

September 23-30: Job Posting and sorting

October 7 – 8: Initial Interview

October 13 or 14 : Final Interview

October 15 : Release of Final Result

October 21-25 : Pre-employment Medical Exam, Submission of On-boarding documents

October 29 : Start of work