HR Assistant (GY shift) - Onsite

Remote Employee BPO Phil Inc; San Fernando; On-site; PHP 240,000 - 360,000; Full time

Benefits offered by this job

Rice allowance

Night differential pay

Free HMO coverage (up to 2 dependents)

Job summary

Remote Employee BPO Phil Inc in the Philippines is seeking an HR Assistant (GY-shift) to provide administrative support across onboarding, attendance, leave, and employee records. This role focuses on accurate documentation, compliance with labor laws, and confidential handling of information.

Responsibilities include onboarding, offboarding, attendance management, leave administration, and maintaining 201 files, with a permanent on-site setup at Capial Town, San Fernando, Pampanga.

Qualifications

• Bachelor's degree required in psychology, HR, business or related field.
• 1 year of HR, administrative, or records experience preferred; fresh graduates welcome.
• Working knowledge of the Labor Code of the Philippines and basic government contributions.
• Proficient in MS Office; Excel skills are advantageous.
• Strong written and spoken English and Filipino required.

Responsibilities

• Handle onboarding administration: documentation, registration, orientation on start date.
• Process offboarding: resignation letters, 30-day notice, clearance, final pay.

Skills

MS Office

English proficiency

Filipino language

Attention to detail

Education

Bachelor's degree in related field

Job description

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.

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.