HR & Admin Officer

Smoothmoves, Inc.; Makati; On-site; PHP 600,000 - 1,200,000; Full time

Job summary

A leading relocation services provider in Metro Manila is looking for an Expatriate Management Specialist to lead and manage visa, work permit, and immigration processes for expatriates. You will coordinate with stakeholders and ensure compliance with local regulations, while also supporting recruitment activities and workforce planning. The ideal candidate has a Bachelor's degree in HR or Business, along with 4-6 years of relevant experience in international settings. Strong communication and coordination skills are essential.

Qualifications

• 4–6 years of experience in HR and/or administration, preferably in an international or project-based environment.
• Strong expertise in expatriate management, visa processes, and immigration compliance in the Philippines.
• Ability to work independently, manage priorities, and challenge external partners when necessary.
• Excellent coordination, communication, and follow-up skills.
• Ability to work independently, manage priorities, and challenge external partners when necessary.
• Strong attention to detail, confidentiality, and professionalism.

Responsibilities

• Lead and manage all visa, work permit, and immigration processes for expatriates.
• Coordinate closely with relocation agency and ensure all required documents are submitted promptly.
• Act as the primary point of contact with immigration-related stakeholders.
• Act as the primary point of contact with immigration-related stakeholders and support expatriates throughout the process.
• Maintain a clear overview of upcoming arrivals and proactively prepare all necessary documentation.
• Support recruitment activities for ongoing and future projects.
• Assist with job postings, candidate screening, interview coordination, and onboarding preparation.
• Contribute to forecasting and planning manpower needs for Menard’s future development in the Philippines.
• Maintain an updated global overview of all personnel deployed on each project site.
• Coordinate with HSE teams to ensure accurate records and visibility of staffing levels.
• Monitor regulatory requirements such as medical check-ups and mandatory employment documents.
• Ensure timely renewals and maintain proper documentation for audits or inspections.

Skills

Expatriate management

Visa processes

Immigration compliance

Communication skills

Prioritization

Confidentiality

Education

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

Job description

Expatriate, Visa & Immigration Management

• Lead and manage all visa, work permit, and immigration processes for expatriates.


• Coordinate closely with our relocation agency, challenge delays, and ensure all required documents are submitted promptly.


• Ensure full compliance with local immigration regulations for all expatriates.


• Act as the primary point of contact with immigration-related stakeholders and support expatriates throughout the process.


• Maintain a clear overview of upcoming arrivals and proactively prepare all necessary documentation.

Recruitment & Workforce Planning

• Support recruitment activities for ongoing and future projects.


• Assist with job postings, candidate screening, interview coordination, and onboarding preparation.


• Contribute to forecasting and planning manpower needs for Menard’s future development in the Philippines.

Workforce & Site Personnel Monitoring

• Maintain an updated global overview of all personnel deployed on each project site.


• Coordinate with HSE teams to ensure accurate records and visibility of staffing levels.

Regulatory Compliance Tracking

• Monitor regulatory requirements such as medical check-ups and mandatory employment documents.


• Ensure timely renewals and maintain proper documentation for audits or inspections.

QUALIFICATIONS

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


• 4–6 years of experience in HR and/or administration, preferably in an international or project-based environment.


• Strong expertise in expatriate management, visa processes, and immigration compliance in the Philippines.


• Excellent coordination, communication, and follow-up skills.


• Ability to work independently, manage priorities, and challenge external partners when necessary.


• Strong attention to detail, confidentiality, and professionalism.