Human Resource Assistant (Candidate Pooling)

Thoth AI; Pasig; On-site; PHP 279,000 - 391,000; Full time

Job summary

Thoth AI is seeking an HR Assistant in the Philippines to support manual timekeeping, attendance tracking, and data encoding in Excel. The role ensures accurate payroll inputs by auditing timecards, biometrics, and related records while addressing employee inquiries.

The ideal candidate will have a Bachelor’s degree in HR or related field and at least 1 year of experience handling high-volume timekeeping with advanced Excel skills, along with knowledge of labor laws governing hours and overtime.

Qualifications

• Bachelor’s degree in HR, Business Administration, or related field.
• At least 1 year of experience in manual timekeeping, attendance tracking, or HR data encoding.
• Advanced Microsoft Excel skills with data-driven formulas, Pivot Tables, and large data sets.
• Strong knowledge of labor laws on statutory work hours, holiday pay, and overtime.

Responsibilities

• Manual timekeeping, processing, and auditing of attendance data for payroll.
• Maintain HR master database and encode employee movements in Excel.
• Track tenure, probation periods, and work anniversaries with regular reminders.
• Audit time sheets against policies and labor regulations for holiday pay and overtime rules.
• Generate reports on headcount, absenteeism, and overtime trends from Excel data.
• Assist employees with timekeeping adjustments and attendance inquiries.

Skills

Advanced Excel

Data entry accuracy

Attention to detail

Education

Bachelor’s degree in Human Resources or Business Administration

Tools

Excel

Job description

The HR Assistant is responsible for the manual administration, tracking, and auditing of employee attendance, leaves, and core workforce data using Microsoft Excel. This role serves as the critical backbone for payroll processing, ensuring that all timecards, biometrics logs, and manual tracking sheets are flawlessly calculated and consolidated.

Duties include auditing daily and cutoff-based time sheets, generating manual data reports, and acting as the central point of contact for employee questions regarding attendance discrepancies.

Key Responsibilities:

• Manual Timekeeping & Processing: Collect, clean, and consolidate raw attendance data. Manually compute and verify regular hours worked, overtime, night differentials, tardiness, and undertime to provide accurate, clean files for payroll.
• Masterlist & Database Management: Build and meticulously maintain the company’s HR master database using Microsoft Excel. Manually encode employee movements, hires, lateral transfers, and separations to ensure the master roster is always updated and correct.
• Tenure Tracking & Reminders: Track employee tenure, monitor probation periods, and calculate upcoming work anniversaries, providing regular triggers to HR management for evaluations.
• Compliance & Policy Auditing: Audit manual timesheets against company policies and statutory labor regulations to ensure proper application of holiday pay rules, rest days, and allowable overtime limits.
• Data Reporting & Analytics: Compile and analyze workforce data from Excel sheets to generate critical reports for management, including headcount summaries, absenteeism rates, and overtime trends.
• Employee Support: Promptly resolve employee inquiries regarding timekeeping adjustments, dispute handling for attendance discrepancies, and leave balance clarifications.
• Other related HR tasks and facets that may be assigned to you

Who We Are Looking For:

• Education: Bachelor’s degree in Human Resources, Business Administration, or a related field.
• Experience: At least one (1) year of proven experience handling high-volume manual timekeeping, attendance tracking, or HR data encoding.
• Technical Mastery: Advanced Microsoft Excel skills are preferred. You must be highly proficient in utilizing data-driven formulas creating Pivot Tables and handling large data sets with absolute accuracy.
• Knowledge Base: Strong foundational understanding of labor laws concerning statutory work hours, holiday pay computations, and overtime rules.
• Core Competencies: Extreme attention to detail, exceptional organizational habits, and a sharp knack for spotting data entry anomalies or calculation errors.
• Confidentiality: Absolute commitment to handling sensitive employee personal data and compensation records with the highest level of discretion.