HR Admin Associate

Job Summary

The HR Admin Associate helps in the maintenance of overall HRIS – timekeeping, employee records; manages and administers Company benefits specifically, PER and MPA; assists in the onboarding and offboarding process

Essential Duties and Responsibilities:

Human Resources Information System (HRIS) Management

• Timekeeping processing
• Encoding or uploading of shifts
• Encoding/uploading of leave credits
• Encoding of holidays
• Monitoring CICO (time entries), leave requests, shift change requests, etc.
• Updating of configurations when needed
• Encoding of employee movements (onboarding, promotion, transfer, resignation, data update/correction, etc.)
• Prepares payroll data for submission for processing; updates employee status if Active or Inactive
• Generates Horror List for submission to Execs
• Generates Annual Leave balances for conversion
• Uploads Annual Leave Credits and new leave balances or adjustments (e.g., maternity leave, QRLV, Unpaid Leave, Magna Carta Leave, etc.)

Salary Updates

• Encodes/updates NON-CONFI salary due to changes – from hiring, regularization increases, promotion, etc.

Adrenalin Special Request (ASR)

• Concerned employee accomplishes ASR in case of late submission of Attendance Regularization, Shift Change Request, Leave Request, OT approval, PER approval
• Consolidates data generated from ASR and submits to Malou for manual payroll processing
• Conducts Adrenalin Orientation for all newly hired employees

Maintenance of Employee Information

• Encodes employee info – onboarding, other changes like marital status, name, etc., offboarding
• Coordinates with IT and Adrenalin consultants on various issues on the system (e.g., rerunning of scheduler, glitches, reports, changes in the system)

201-File Maintenance and Safekeeping

• Creates and maintains e-201 File and manual or physical 201 File
• Scans documents and files in e-201 File
• Files hard copies to employee’s individual folders

Coordination with Talent Acquisition on Pre-Employment Requirements

• Safekeeping, organizing, and monitoring of pre-employment documents (i.e., govt numbers, bank account details, TOR, NBI, etc.)

Clearances and Offboarding

• Initiates clearance process
• Circulates employee clearance form for processing of accountabilities – leave credits, CICO, return of HO uniforms and other accountabilities
• Submits to FMT for computation
• FMT prepares cheque and informs TMT
• TMT coordinates with ex-employee for processing and release of last pay or pay accountabilities if applicable
• Deposits last pay, if applicable
• Releases Quitclaim and COE
• Emails Exit Interview Form
• Monitors accomplishment and submission
• Generates report for submission to management

Company Benefits – MPA and PER

• Prepares monthly master list (review, update limits, add/remove employees)
• Creates loading file for NetSuite and NAV
• Coordinates with HOD, IT, and SCM on schedule and must-try products
• Releases email advisory

Perfect Employee Reward (PER)

• Informs Exec on schedule of approval
• Coordinates with Adrenalin if employees’ names are not reflecting on the system-generated list
• Coordinates with Execs on manual crediting of PER via submission of ASR
• Consolidates ASR report and extracts system-generated report
• Submits to Malou for payroll processing

Performance Indicators

• Responsiveness – turnaround time in completing requests
• Quality of work – error rate, accuracy in maintaining inventory/documents
• Complaints Rate – number of issues escalated to HR Director
• Employee Satisfaction Rate – survey-based

Qualifications

• Bachelor’s degree with extra-curricular activities in school
• Good understanding of the Labor Code and statutory benefits-related processes
• Detail and process-oriented; highly organized
• Analytical and a problem-solver
• Pleasant, credible, with above-average communication skills
• Patient and persistent