HR Onboarding and Mobilisation Coordinator (AU Mining Client)

Hyvid Pty Ltd; Metro Manila; On-site; PHP 2,627,000 - 4,065,000; Full time

Job summary

Hyvid Pty Ltd is seeking an HR Onboarding and Mobilisation Coordinator to support an Australian mining client with employee onboarding, workforce coordination, site-readiness requirements and HR administration.

This role suits a proactive, highly organised professional who communicates with workers and manages compliance across multiple priorities in a fast-paced environment.

Qualifications

• At least two years of relevant experience in HR administration, onboarding and workforce coordination.
• Experience managing onboarding workflows and maintenance of employee records.
• Ability to communicate with workers and coordinate multiple priorities in a fast-paced environment.

Responsibilities

• Administer recruitment, HR and onboarding processes in line with client procedures and instructions.
• Coordinate client onboarding and mobilisation clearance for employees and contractors.
• Maintain employee records, training matrices and provide regular reports to client management.
• Provide data-entry support and respond to routine onboarding enquiries.
• Support scalable workforce mobilisation across projects and sites.

Skills

HR administration

Onboarding

Workforce coordination

Data entry

Microsoft Office

Tools

SharePoint

Xero

Adobe Sign

Excel

Job description

HR Onboarding and Mobilisation Coordinator (AU Mining Client)

We are looking for an HR Onboarding and Mobilisation Coordinator to support an Australian mining services business with employee onboarding, workforce coordination, site-readiness requirements and general HR administration. This role is ideal for a proactive and highly organised professional who is confident communicating with workers, managing detailed compliance requirements and coordinating multiple priorities in a fast-paced environment.

The role supports the Operations Superintendent in managing employee recruitment and onboarding and provides structured administrative and data-entry support to the Operations Superintendent, technical personnel and other authorised client personnel. This position is primarily a processing, coordination and records-management role.

The role will:

Deliver consistent, timely and compliant HR, recruitment and onboarding administration.

Coordinate client/site onboarding, transfers, training and mobilisation clearances for employees and contractors.

Maintain accurate employee, competency, training and workforce records and provide reliable reporting to client management.

Provide responsive administrative and data-entry support that reduces the routine processing workload of operational and technical personnel.

Support scalable workforce mobilisation across multiple projects and sites.

Key Responsibilities

Administer recruitment, HR and onboarding processes in accordance with client procedures and instructions from the Operations Superintendent.

Create and maintain employee and contractor records, onboarding checklists, personnel files, registers and supporting documentation.

Coordinate internal client onboarding and client/site onboarding with strict adherence to mobilisation and clearance requirements.

Coordinate employee medicals, health assessments, drug and alcohol testing, inductions, licences, competencies and other pre-employment or site requirements as instructed.

Monitor expiry dates and key compliance dates for medicals, licences, tickets, inductions, training and site-access requirements and escalated upcoming requirements.

Coordinate site transfers, re-mobilisations and changes in client or site-access requirements.

Assist with recruitment administration, including job advertisements, candidate records, interview coordination, reference and document collection, and candidate communications.

Prepare employment and onboarding documentation from approved templates and instructions and maintain execution and status records.

Maintain training matrices and coordinate training bookings, refresher requirements and evidence of competency.

Provide general employee support and respond to routine onboarding, mobilisation and HR administration enquiries.

Undertake administrative and data-entry tasks provided by the Operations Superintendent, Owner/Principal Engineer, technical staff, Project Administration and other authorised personnel.

Maintain effective and streamlined administrative systems and recommend practical improvements to recurring HR and onboarding processes.

Maintain confidentiality and appropriate access controls for employee and commercially sensitive information.

Monitor and action assigned dates, deadlines, workflow queues and outstanding actions.

Perform other reasonable duties related to HR, onboarding, workforce administration and business support as directed.

Recruitment and Candidate Administration

Receive workforce requirements and role or skill requirements from the Operations Superintendent or authorised manager.

Maintain candidate databases, application records, availability, trade qualifications, licences, competencies and employment status in Xero.

Conduct initial administrative screening against documented role requirements and refer suitable candidates for operational or technical assessment.

Coordinate interviews, reference checks and the collection of required candidate documentation.

Prepare candidate profiles and provide status reporting on recruitment pipelines, shortages and outstanding information.

Maintain records of unsuccessful, inactive and future-pipeline candidates in accordance with client requirements and privacy obligations.

Employee Onboarding, Mobilisation and Site Clearance

Manage the administrative workflow from approved candidate through to client onboarding and mobilisation clearance.

Collect and verify required identity, employment, qualification, licence, competency and site documentation.

Coordinate contracts and employment documentation using approved templates and authorised employment terms.

Coordinate medicals and site-specific health-assessment requirements and maintain completion and clearance records without making medical-fitness determinations.

Coordinate inductions, online training, site-access forms, training bookings and client onboarding portals.

Maintain mobilisation and clearance trackers and provide regular status updates to the Operations Superintendent and relevant site leadership.

Escalate incomplete, expired or non-compliant requirements before mobilisation.

Coordinate site transfers and ensure required documentation is updated when personnel move between projects or clients.

HR and Workforce Administration

Maintain employee master data, personnel files, emergency and contact information, employment documentation and HR registers.

Maintain leave, availability, roster and employment-status information where assigned and provide data to the responsible payroll or management personnel.

Prepare routine HR correspondence and forms from approved templates for review or authorisation where required.

Assist with training-review scheduling and record keeping.

Support offboarding administration, including checklists, return-of-property records, access notifications and personnel-file closure when directed.

Maintain HR metrics and reports, including headcount, recruitment pipeline, onboarding status, training compliance, turnover and outstanding actions.

Administrative and Data-Entry Support

Enter and maintain information in client systems, spreadsheets, registers, SharePoint and client portals as assigned.

Prepare and update workforce lists, the master roster, mobilisation trackers, training registers, contact lists, project and site registers, and routine reports.

Collate information supplied by the Operations Superintendent, Supervisors, technical staff and Project Administration into approved forms, templates and systems.

Assist with document formatting, filing, scanning, electronic records, data cleansing and routine document control.

Assist with timesheet collation and data checking where requested. Payroll processing and financial approval remain with the responsible finance or bookkeeping function.

Assist with purchase requisitions, PPE and uniform requirements, accommodation and travel information, or other routine administration where instructed. Booking and financial processing remain with the designated external provider or responsible function.

Follow up outstanding documents, approvals and data from employees, supervisors, clients and service providers.

Produce accurate status reports and action lists for weekly or fortnightly operational planning meetings.

Requirements

At least two years of relevant experience in HR administration, employee onboarding, workforce coordination, mobilisation or a similar role.

Practical experience managing onboarding workflows, employee records, compliance documents and administrative trackers.

Strong organisational and time-management skills, with the ability to manage multiple priorities and deadlines.

High attention to detail and accuracy in data entry, record keeping and document administration.

Confident written and verbal communication skills, including the ability to proactively follow up with employees and stakeholders by phone.

Ability to work independently, take ownership of assigned tasks and escalation issues appropriately.

Proficiency in Microsoft Office, particularly Word, Excel and Outlook.

Strong confidentiality, discretion and professional judgement when handling employee information.

Highly Regarded

Experience supporting blue-collar or multi-site workforces within mining, construction, maintenance, labour hire, trade services or similar industries.

Exposure to employee mobilisation, medicals, inductions, licences, competencies, training records or site-clearance requirements.

Experience supporting an Australian organisation or familiarity with Australian employment administration.

Experience using SharePoint, HR or onboarding platforms, Adobe e-sign and Xero.

A qualification or relevant training in Human Resources, Business Administration or a related discipline.