Hr and admin staff

HR & Admin Assistant

Department: Human Resources & Administration | Branch-Based (Friendship Highway Brgy. Anonas Angeles City.

Role Overview

The HR & Admin Assistant plays a vital support role in ensuring the smooth day-to-day operations of the branch. This position covers a wide range of responsibilities across HR and Administration, Sales & Operations, Accounting, and Preventive Maintenance Services — serving as the central coordination point for internal processes, client communications, and interdepartmental transactions.

Responsibilities

• Maintain an orderly inventory of office supplies and proactively place orders to ensure adequate stock levels.
• Schedule and coordinate meetings, distribute memos and reports, and keep all staff informed of important company updates.
• Operate and manage office equipment such as copiers, printers, and other devices.
• Keep company databases up-to-date, ensuring accuracy and accessibility of essential information.
• Organize and manage schedules and calendars for staff and managers.
• Receive, process, and respond to communications via email, phone calls, and physical mail promptly and professionally.
• Assist in organizing events by ordering materials and arranging meeting spaces.
• Promptly report all incident reports within the branch to the HR department for proper documentation.
• Attend meetings, take comprehensive notes, and relay action items to managers and senior officers.
• Assist in processing business permits and other government-related transactions.
• Monitor and verify attendance, allowances, and overtime for all branch employees.
• Coordinate and process office documents including government permits, certifications, and Secretary's Certificates.
• Maintain file documentation and provide regular updates on the assigned branch vehicle to the Nationwide Admin Officer.
• Communicate with additional manpower regarding payroll release and process online fund transfers accordingly.
• Check and verify the legitimacy of Sales and Marketing Officers' filed Official Business (OB) records.

• Ensure confidentiality and security of all files and filing systems.
• Assist the Operations department in managing cash advances, payments, purchase budgets, and itinerary requests.
• Maintain client communication via SMS, phone calls, and email for inquiries, verification, RFQs, proposal submissions, and feedback follow-ups.

• Request and liquidate petty cash and cash advances.
• Manage monthly payment of all rental dues.
• Request weekly budget updates every Monday.
• Process payments for office utilities — water, electricity, and internet bills.
• Prepare quarterly reports on Petty Cash Fund (PCF), cash advances, rentals, and reimbursements.

• Submit the monthly PMS schedule and calendar to the PMS Department on the 1st day of each month.
• Send advisory letters to clients two months before the end of their PMS service contract.
• Send PMS renewal proposals to clients for service continuation or new agreements.
• Facilitate the signing of waivers for clients who choose not to renew PMS contracts.
• Compile and file PMS checklists for easy monitoring and tracking.

Qualifications

• Bachelor's Degree in Business Administration, Human Resources, Office Administration, or equivalent

• 1–2 years of experience in an administrative, HR support, or office management role
• Experience handling multi-departmental coordination is an advantage
• Fresh graduates with strong organizational skills are welcome to apply

• Strong verbal and written communication skills in both Filipino and English
• Highly organized with excellent attention to detail and time management
• Proficient in MS Office (Word, Excel, Outlook) and online communication tools
• Capable of handling confidential information with discretion and professionalism
• Able to multitask and manage responsibilities across multiple departments
• Proactive, dependable, and able to work with minimal supervision
• Basic knowledge of government transactions, permits, and compliance processes is an advantage