HR & Administrative Officer

JOB DESCRIPTION

Position Title

HR & Administrative Officer

Employment Status: Full-Time

POSITION SUMMARY

The HR & Administrative Officer is responsible for managing the company's human resources, recruitment, employee relations, personnel administration, company documentation, office administration, and compliance with Philippine labor regulations.

This position ensures that the organization maintains an efficient workforce, organized administrative operations, and full compliance with company policies and government requirements. The HR & Administrative Officer also provides executive administrative support to the CEO and assists in implementing company policies that promote productivity, professionalism, and employee engagement.

• Recruit and retain qualified employees.
• Maintain complete and accurate employee records.
• Ensure compliance with Philippine Labor Code and government regulations.
• Promote a productive, disciplined, and positive work environment.
• Maintain organized administrative systems and company records.
• Support the CEO in HR and administrative decision-making.
• Improve office efficiency and operational effectiveness.

 A.  Recruitment & Selection

Responsible for the entire recruitment process including:

• Prepare job advertisements and job postings
• Screen resumes and applications
• Conduct initial interviews
• Coordinate final interviews with department heads and CEO
• Verify applicant credentials and references
• Prepare employment contracts and job offers
• Conduct employee onboarding and orientation
• Process employee regularization

 B.  Employee Records Management

Maintain complete and confidential personnel records, including:

• Employment contracts
• Personal data sheets
• Resume and credentials
• Government identification numbers
• Performance evaluations
• Attendance records
• Leave records
• Training records
• Disciplinary records
• Salary adjustments
• Promotion history
• Employee clearances
• Separation documents

 C.  Timekeeping & Attendance Management

Monitor and maintain:

• Daily attendance
• Employee time logs
• Late arrivals
• Absences
• Undertime
• Overtime
• Holiday work
• Official business assignments
• Leave applications

 D.  Employee Relations

Handle employee concerns professionally, including:

• Employee grievances
• Conflict resolution
• Employee counseling
• Written warnings
• Incident investigations
• Administrative hearings
• Notice to Explain (NTE)
• Disciplinary memoranda
• Performance Improvement Plans (PIP)
• Employee exit interviews

 E.  Performance Management

Coordinate and monitor:

• Probationary evaluations
• Monthly KPI reviews
• Quarterly performance evaluations
• Annual employee performance reviews
• Employee development plans
• Training recommendations
• Promotion recommendations

 F.  Employee Engagement

Plan and coordinate:

• Employee orientation
• Team building activities
• Company meetings
• Birthday celebrations
• Recognition programs
• Employee wellness activities
• Internal communications

 G.  HR Policy Administration

Implement and monitor company policies relating to:

• Attendance
• Leave
• Code of Conduct
• Workplace Discipline
• Performance Standards
• Uniform Policy
• Safety Policies
• Company Rules and Regulations

Recommend policy improvements to management.

 A.  Office Administration

Ensure smooth office operations by managing:

• Office supplies inventory
• Office equipment
• Office maintenance requests
• Facility cleanliness
• Meeting room schedules
• Company telephone and communication records
• Courier and mail services

 B.  Document Management

Maintain organized filing systems for:

• Company contracts
• Business permits
• SEC records
• BIR documents
• Mayor's Permit
• Fire Safety Certificates
• Government licenses
• Vendor agreements
• Insurance documents
• Company policies
• Internal memoranda

 C.  Asset Management

Maintain records of:

• Company equipment
• Office furniture
• Computers
• Company vehicles
• Tools and equipment
• Employee-issued assets

 D.  Meeting & Executive Support

Provide administrative support to the CEO by:

• Scheduling meetings
• Preparing meeting agendas
• Recording minutes of meetings
• Preparing reports and presentations
• Drafting business correspondence
• Coordinating with suppliers and clients
• Following up on action items
• Organizing executive files

 E.  Procurement Support

Coordinate office purchases including:

• Office supplies
• Pantry supplies
• Printing materials
• Administrative equipment
• Service providers

 F.  Compliance & Government Coordination

Coordinate and monitor compliance with:

• DOLE
• SSS
• PhilHealth
• Pag-IBIG
• BIR
• LGU requirements
• Business permit renewals
• Occupational Safety requirements

Coordinate inspections and maintain compliance records.

III. Administrative Reporting

Prepare regular reports for the CEO, including:

• Monthly HR Report
• Recruitment Status Report
• Employee Attendance Summary
• Leave Monitoring Report
• Employee Performance Status
• Office Inventory Report
• Office Expense Monitoring
• Government Compliance Status
• Administrative Accomplishment Report

IV. Confidentiality & Ethics

Responsible for safeguarding confidential information, including:

• Employee records
• Salary information
• Company policies
• Contracts
• Financial and operational reports
• Strategic business information

Strict confidentiality is required at all times.

QUALIFICATIONS

Education

Bachelor's Degree in:

• Human Resource Management
• Business Administration
• Psychology
• Industrial Psychology
• Office Administration
• Management
• or any related course

• Minimum of 2–3 years experience in Human Resources and Office Administration.
• Experience in recruitment, employee relations, payroll coordination, and labor compliance.
• Experience in an SME or construction, engineering, or system integration company is an advantage.

• Microsoft Office (Word, Excel, PowerPoint)
• Google Workspace
• HR Information Systems (preferred)
• Timekeeping Systems
• Basic Payroll Administration
• Document Management
• Records Management
• Knowledge of Philippine Labor Code
• Knowledge of DOLE regulations
• Knowledge of SSS, PhilHealth, Pag-IBIG, and BIR requirements

• High integrity and honesty
• Excellent organizational skills
• Strong communication and interpersonal skills
• Professional appearance and attitude
• Strong leadership and decision-making skills
• Detail-oriented and accurate
• Ability to maintain confidentiality
• Proactive and self-motivated
• Excellent time management
• Problem-solving mindset
• Able to work independently with minimal supervision

KEY PERFORMANCE INDICATORS (KPIs)

• 100% complete and updated employee records
• Recruitment vacancies filled within target hiring period
• 100% completion of onboarding process
• Monthly attendance reports submitted on time
• Performance evaluations completed as scheduled
• Employee concerns addressed within company standards
• Zero labor compliance violations

• Office supplies maintained with no operational shortages
• Company documents organized and easily retrievable
• Business permits renewed before expiration
• Asset inventory updated monthly
• Administrative reports submitted on schedule
• Executive requests completed within agreed timelines

• 100% on-time submission of government requirements
• Zero penalties from government agencies
• Accurate maintenance of company records
• Full compliance with company policies and procedures

SUCCESS MEASUREMENT

The HR & Administrative Officer will be evaluated based on:

• Recruitment efficiency
• Employee retention
• Employee discipline and engagement
• Compliance with labor regulations
• Quality and organization of administrative systems
• Timeliness and accuracy of reports
• Confidentiality and professionalism
• Responsiveness to CEO directives
• Overall contribution to organizational efficiency and company growth