HR - Admin Assistant

Koko Mart Trading Inc.; Noveleta; On-site; PHP 279,000 - 446,000; Full time

Job summary

Koko Mart Trading Inc. is seeking an HR / Administrative Assistant to support store opening operations, government compliance, and day-to-day admin and HR tasks.

You will manage permits, documentation, and HR records while ensuring accuracy and confidentiality in all processes. Responsibilities include coordinated store setup activities, attendance and payroll data support, and interdepartmental admin tasks.

Qualifications

• Bachelor’s degree in HRM, Psychology, Business Administration, Office Administration, or related field
• 1–2 years of administrative or office support experience preferred
• Experience with permits processing, government coordination, or retail store operations is an advantage

Responsibilities

• Administrative & Store Operations Support: handle permits, licenses, and compliance docs; coordinate with agencies and vendors; manage filing systems; handle correspondence and document routing; assist store setup scheduling and procurement.
• HR Support Functions: maintain employee records; assist timekeeping, attendance, leave tracking, payroll data; support recruitment and onboarding; ensure confidentiality.
• Office & Interdepartmental Coordination: support cross-department admin needs; coordinate with tenants, vendors, and teams; assist events and store openings.
• Payroll & Timekeeping Support: consolidate attendance, overtime, undertime for payroll; ensure timely submissions; resolve discrepancies with supervisors.
• Documentation, Reporting & Compliance: maintain records; prepare reports; monitor permits and regulatory requirements; support audits.

Skills

Organizational skills

Documentation

Coordination

Attention to detail

Communication skills

Confidentiality

Pressure management

Time management

MS Office proficiency

Google Workspace

Education

Bachelor’s degree in HRM/PSY/BA/Office Admin or related field

Tools

MS Office

Google Workspace

Job description

Job Description

HR / Administrative Assistant

Position Overview

We are urgently hiring an Administrative Assistant with relevant administrative experience to support store opening operations, government compliance requirements, and day-to-day administrative and HR support functions. This role plays a critical support function in ensuring timely completion of permits, documentation, and operational requirements for new store rollout, while maintaining accuracy and efficiency in HR and office administration processes.

Key Responsibilities

1. 1. Administrative & Store Operations Support Provide end-to-end administrative support for store opening requirements, including coordination and processing of permits, licenses, and local government compliance documents
   Coordinate with government agencies, landlords, and external service providers to ensure timely submission and approval of required documents
   Maintain and organize company records and filing systems (physical and digital) in accordance with documentation standards
   Handle incoming and outgoing business correspondence, including emails, letters, and internal memos
   Monitor and ensure proper routing of documents through courier and delivery services
   Support scheduling and coordination of meetings and operational activities related to store setup
   Assist in office supply monitoring, requisition, and procurement coordination
2. 2. HR Support Functions Maintain and update employee 201 files and HR records in accordance with company standards
   Support attendance monitoring, timekeeping updates, and leave tracking coordination
   Assist in consolidation and validation of attendance, overtime, and undertime data for payroll processing
   Coordinate resolution of attendance discrepancies with employees and supervisors
   Support recruitment activities including job posting, interview scheduling, and applicant coordination
   Assist in onboarding processes, including documentation completion and orientation coordination
   Support employee engagement initiatives and HR administrative requirements
   Ensure strict confidentiality of employee and company information at all times
3. 3. Office & Interdepartmental Coordination Provide general administrative and coordination support across departments
   Coordinate documentation and operational requirements with internal teams, tenants, vendors, and service providers
   Support administrative requirements of Property, Engineering, and Operations teams as needed
   Assist in execution of company events, store openings, and operational initiatives
4. 4. Payroll & Timekeeping Support Assist in preparation and consolidation of attendance, overtime, and undertime reports for payroll processing
   Ensure completeness, accuracy, and timeliness of attendance submissions prior to payroll cut-off
   Coordinate validation and correction of discrepancies with relevant supervisors
   Provide supporting documentation and reports required for payroll processing and audit purposes
5. 5. Documentation, Reporting & Compliance Maintain organized and updated administrative, HR, and operational records
   Prepare and consolidate reports, trackers, and monitoring sheets as assigned
   Monitor validity, renewal, and compliance status of business permits, licenses, and regulatory requirements
   Support internal and external compliance audits and documentation requirements

Job Qualifications

Qualifications

Education

Bachelor’s degree in Human Resource Management, Psychology, Business Administration, Office Administration, or related field

Experience

• 1-2 years of experience in administrative or office support roles preferred
• Experience in permits processing, government coordination, or retail store operations is an advantage
• Internship experience in HR or administrative functions may be considered for entry-level candidates

Skills & Competencies

• Strong organizational, documentation, and coordination skills
• High attention to detail and accuracy in handling data and records
• Proficient in MS Office and Google Workspace (Excel, Word, Sheets, Email)
• Strong communication skills (oral and written)
• Ability to work under pressure and meet strict deadlines, especially for store opening timelines
• Ability to follow processes accurately with minimal supervision
• High level of integrity and confidentiality in handling sensitive information