HR Assistant

Remote Employee PH; San Fernando; Sur place; PHP 156 000 - 234 000; Plein temps

Avantages offerts par ce poste

Rice allowance

Night differential pay

Free HMO for up to 2 dependents

Résumé du poste

Remote Employee PH is seeking an HR Assistant (GY-shift) to support onboarding, offboarding, attendance, leave, and employee records. The role works 5 days a week from 9:00 pm to 6:00 am PH time and is based onsite at Capital Town, City of San Fernando, Pampanga.

Benefits include PHP 1,500 rice allowance, night differential pay, and Free HMO coverage for up to 2 dependents. The HR Assistant will assist with compliance to Philippine labor laws and company policies, collaborating with HR

Qualifications

• Bachelor's degree in psychology, HRM, BA, or related field.
• At least 1 year HR/administrative experience preferred; fresh graduates encouraged to apply.
• Working knowledge of the Philippine Labor Code and basics of SSS, PhilHealth, Pag-IBIG, and BIR requirements.
• Proficient in MS Office; experience with an HRIS or timekeeping system is an advantage.
• Good written and spoken English and Filipino.

Responsabilités

• Onboarding administration and documentation for new hires.
• Oversee offboarding processes, clearances, and exit interviews.
• Maintain attendance records and monitor timekeeping for payroll.
• Manage leave administration and balances.
• Maintain confidential employee records and 201 files.
• Provide general HR support and document preparation as directed.

Connaissances

Attention to detail

Communication skills

Formation

Bachelor's in psychology/related field

Outils

MS Office

HRIS/Timekeeping system

Description du poste

Role: HR Assistant (GY-shift)
Benefits: PHP 1,500 Rice Allowance, Night Differential Pay, and Free HMO coverage with up to 2 dependents.
Work Schedule: 5-day workweek | 9:00 pm to 6:00 am PH time.
Work Setup: Permanent Work-Onsite |Capital Town, City of San Fernando, Pampanga.

The HR assistant provides administrative and operational support across the employee lifecycle:onboarding, offboarding, attendance, leave, and employee records. The role keeps HR documentationaccurate, timely, and confidential and supports compliance with Philippine labor laws, government-mandatedcontributions and benefits, the Data Privacy Act, and company policies.

Primary Responsibilities:

1. Onboarding Administration

• Ensure every new hire is fully documented, registered, and oriented before or on the first day of work.
• Monitor and follow up on pre-employment requirements, such as NBI or police clearance, PSA birth certificate, diploma and transcript, medical or fit-to-work certificate, ID photos, and
  previous employer documents (Certificate of Employment, BIR Form 2316).
• Collect, verify, and file statutory identification numbers: TIN, SSS, PhilHealth, and Pag-IBIG
  (HDMF).
• Assist new hires with registration or updating of their SSS, PhilHealth, and Pag-IBIG records and with BIR Form 1902 or 2305 when needed, in coordination with the HR Generalist and Payroll.
• Prepare regular employment documents and contracts, company policy acknowledgments, and personnel forms for management signature.
• Schedule and coordinate new hire orientations, including company policies, Safe Spaces Act and anti-sexual harassment policy, and occupational safety and health requirements.
• Maintain onboard records, trackers, and reports.

2. Offboarding and Separation Administration

• Ensure separations are processed in an orderly way, within legal timelines, and with complete documentation.
• Receive and process resignation letters and confirm the required 30-day notice period, or the agreed shorter period, with the HR Generalist.
• Prepare and monitor clearance forms, follow up on accountabilities and department signoffs, and track the return of company property.
• Schedule and facilitate exit interviews and compile exit interview data.
• Endorses completed clearances to the payroll team for final pay computation, tracking that final pay is released within 30 days from clearance completion.
• Prepare the Certificate of Employment, to be issued within 3 days from the employee's request, and BIR Form 2316 for separated employees, as assigned.
• Maintain offboarding records and attrition reports.

3. Attendance and Workforce Administration

• Supports accurate, well-documented timekeeping that feeds correct payroll.
• Monitor daily attendance and call-in notifications.
• Track and consolidate attendance correction requests, overtime, undertime, schedule adjustments, rest day work, holiday work, and night shift work with supporting approvals.
• Verify that overtime and premium-pay-related entries (overtime, night shift differential, rest day, and holiday work) are properly approved and documented before endorsement to Payroll.
• Maintain attendance databases and trackers and generate attendance reports (tardiness, absences, undertime, and overtime) as requested.
• Escalate attendance discrepancies, repeated tardiness, and incomplete documentation to the HR Generalist.

4. Leave Administration

• Supports consistent and lawful administration of leave benefits.
  Receive, log and track leave applications and verify completeness of requirements, such as medical certificates and supporting documents.
• Administer leave per company policy and applicable laws.
• Maintain leave balances and accruals.
• Coordinate approvals with TLs / AMs and assist employees with leave filing procedures.

5. Employee Records and 201 File Management

• Keeps complete, current, and confidential records that can withstand audit or a DOLE inspection.
• Create, organize, and maintain 201 files in both electronic and hardcopy form.
• Ensure files contain required documents: application documents, contracts, government IDs and numbers, medical records, performance and disciplinary records, and personnel action forms.
• Update employee databases for changes in civil status, dependents, address, position, salary, and status, based on valid supporting documents.
• Conduct periodic file audits, monitor outstanding documents, and follow up on missing requirements.
• Scan, file, archive, and retrieve documents, and apply records retention and disposal rules approved by the company.
• Restrict access to records to authorized personnel only.

6. Administrative and HR Support

• Prepare HR forms, templates, certifications (such as employment, compensation, and contribution certifications), and routine correspondence, including notices to explain and memos as directed by the HR Generalist or HR Director.
• Support employee engagement activities, company events, and recognition programs.
• Coordinate document routing and approvals and maintain HR supplies and logs.
• Encode data and prepare reports as required, and support special HR projects.
• Perform other related duties assigned by the HR Generalist or management.

Qualifications and Competencies:

Minimum Qualifications

• Bachelor's degree in psychology, Human Resource Management, Business Administration, Office Administration or a related field.
• At least 1 year of HR, administrative, or records experience is preferred; fresh graduates with relevant internships or training are encouraged to apply.
• Working knowledge of the Labor Code of the Philippines and the basics of SSS, PhilHealth, Pag-IBIG, and BIR requirements.
• Proficient in MS Office, especially Excel (filters, lookups, and pivot tables) and Word; experience with an HRIS or timekeeping system is an advantage.
• Good written and spoken English and Filipino.

Core Competencies

• Attention to detail and accuracy in data entry and documentation.
• Organization, time management, and ability to meet payroll and government deadlines.
• Integrity and discretion in handling confidential information.
• Clear, courteous communication and a service attitude toward employees and managers.
• Follow-through on pending requirements and escalation of issues at the right time.
• Ability to work with minimal supervision and adapt to changing priorities.

Working Relationships

- HR Generalist

• Receives work assignments and instructions.
• Escalates attendance discrepancies, incomplete documentation, and employee concerns for appropriate action.

- Recruitment / Account Management

• Receives new hire endorsements.
• Coordinates the collection and completion of pre-employment requirements.

- Payroll / Finance

• Provides attendance records, leave information, new hire details, and separation documents.
• Supports payroll processing and final pay computation.

- IT and Operations

• Coordinates employee equipment requirements, system access, and work schedules.
• Facilitates employee clearance processes and sign-offs.

- Employees

• Serves as the first point of contact for HR-related inquiries and concerns.
• Assists with HR forms, leave applications, and employee records requests.

- Government Agencies (SSS, PhilHealth, Pag-IBIG, BIR, and DOLE)

• Assists the HR Generalist and Payroll team with government registrations and statutory submissions.
• Supports compliance documentation and government inspections, as assigned.