HR/Admin Supervisor

Job Summary

The HR/Admin Supervisor is responsible for overseeing the day-to-day human resources and administrative operations of the company. This role ensures the effective implementation of HR policies, employee relations, recruitment, payroll coordination, employee discipline, records management, and general office administration.

In a retail clothing company, the HR/Admin Supervisor plays a critical role in supporting store operations by maintaining manpower requirements, ensuring compliance with labor standards, monitoring employee performance, and overseeing administrative processes across head office, warehouse, and store branches.

• Supervise and oversee end-to-end recruitment and onboarding for store personnel, office staff, and warehouse employees.
• Monitor staffing requirements and ensure timely hiring for vacant positions.
• Coordinate with department heads and store leaders regarding manpower needs, scheduling, and workforce planning.
• Oversee employee orientation, onboarding documentation, and completion of pre-employment requirements.
• Maintain and update employee 201 files and all HR records in an organized and confidential manner.
• Monitor probationary employees and coordinate performance evaluations, regularization, and employment status updates.
• Administer employee attendance, leaves, tardiness, absences, and timekeeping concerns.
• Coordinate payroll inputs such as attendance summaries, overtime, undertime, leave deductions, and government-mandated contributions.
• Ensure proper implementation of company code of conduct, disciplinary procedures, and corrective actions.
• Handle employee relations concerns, grievances, incident reports, and administrative investigations.
• Prepare notices, memoranda, disciplinary actions, and documentation related to employee infractions and performance concerns.
• Facilitate employee engagement activities, company events, and HR communications.
• Ensure compliance with labor laws, DOLE regulations, and company policies.

• Supervise day-to-day office administrative operations and ensure smooth workflow across departments.
• Oversee office supply inventory, procurement requests, and replenishment for head office, warehouse, and stores.
• Maintain records of company assets, office equipment, and administrative files.
• Coordinate with service providers, contractors, and third-party agencies for office and store support requirements.
• Monitor housekeeping, maintenance, repairs, utilities, and office facility concerns.
• Ensure proper filing, safekeeping, and control of company documents, permits, contracts, and licenses.
• Assist in processing government permits, business renewals, and compliance-related documentation as needed.
• Manage courier services, document transmittals, and internal administrative requests.
• Oversee travel arrangements, meeting logistics, and other administrative support functions when necessary.
• Support branch/store administrative concerns in coordination with store leaders and operations.

• Coordinate with store supervisors/managers regarding manpower deployment, scheduling, and attendance issues.
• Ensure store employees comply with company grooming, uniform, and workplace conduct standards.
• Monitor store manpower productivity, absenteeism, and turnover trends.
• Support performance management initiatives for store personnel, including KPI monitoring and coaching documentation.
• Coordinate with operations regarding employee movement, branch transfers, promotions, and disciplinary actions.
• Assist in implementing HR and admin policies consistently across all retail locations.

• Prepare and submit HR and administrative reports, including:
• Manpower status report
• Attendance and tardiness monitoring
• Leave monitoring
• Probationary employee evaluation tracker
• Employee movement report
• Disciplinary action/incident report
• Recruitment status report
• Turnover and attrition analysis
• Administrative expense and supply monitoring reports
• Ensure all employee and administrative records are complete, accurate, and audit-ready.

• Bachelor’s Degree in Human Resource Management, Psychology, Business Administration, or related field
• At least 3–5 years of relevant experience in Human Resources and Administration
• Strong knowledge of:
• Recruitment and onboarding
• Employee relations and disciplinary procedures
• Timekeeping and payroll coordination
• Labor laws and HR compliance
• Office and facilities administration
• Experience handling multi-branch/store operations is an advantage
• Familiarity with retail manpower planning and store staffing requirements
• Proficient in Microsoft Office (Excel, Word, PowerPoint) and HR/admin documentation
• Strong organizational, leadership, and interpersonal skills
• Excellent written and verbal communication skills
• High level of integrity and ability to handle confidential information
• Detail-oriented, proactive, and capable of working in a fast-paced retail environment

• Leadership and team supervision
• Recruitment and talent acquisition
• Conflict resolution and employee relations
• Performance monitoring and documentation
• Policy implementation and compliance
• Administrative coordination and vendor management
• Time management and multitasking
• Strong report preparation and analytical skills