HR Administrator, Paranaque

KEY RESPONSIBILITIES:

1. Office Warehouse Cleanliness and Orderliness

Ensure the office premises are clean, organized, and well-maintained always in accordance with company standards

Coordinate with utility personnel for daily cleaning schedules

Ensure proper arrangement and upkeep of office equipment, furniture, and documents

Ensure proper waste management, including segregation, timely collection, and compliance with local regulations, in coordination with service providers

2. Timekeeping and Attendance Monitoring

Maintain accurate daily attendance records of all inorganic employees

Monitor employee time-in and time-out, including tardiness and absences

Coordinate with Supervisors and/or Lead Coordinators regarding attendance issues and discrepancies

Ensure compliance with company policies and SOPs on attendance and working hours

3. Expense Liquidation Monitoring

Ensure timely submission of liquidation reports from field and office teams

Review and validate submitted receipts for completeness, accuracy, and authenticity

Ensure all expenses are supported by official and compliant receipts

Maintain organized records of all liquidation documents for audit and reference

Ensure all liquidation processes strictly follow company SOPs and guidelines

4. Utilities Monitoring and Payment

Manage utility accounts, rent and other services, ensure timely payments and /or coordinate with Finance for processing and documentation.

Maintain records of utility bills and payment history for reference and audit

Report any irregularities or unusual increases in utility consumption

5. Procurement of Office, Pantry, and Installation Materials

Conduct canvassing of suppliers to ensure cost-effective purchasing of office, pantry, and installation materials

Source, compare, and recommend suppliers based on price, quality, and reliability, etc.

Handle procurement of installation materials such as aluminum, connectors, adhesives, cables, LED strips, power supplies, fixtures, and other project-related items

Process purchase requests and coordinate with suppliers for timely delivery

Monitor inventory levels and ensure availability of office and pantry supplies

Maintain updated records of purchases, supplier database, and cost comparisons

Ensure all procurement activities comply with company SOPs and approval processes

6. Travel, Accommodation, and Transportation Coordination

Canvass and compare hotel rates and accommodation options for iSM officers, installers, etc.

Ensure cost-efficient and suitable lodging based on location, budget, and operational requirements

Canvass and coordinate with car rental providers for transportation needs of iSM officers during provincial store visits

Coordinate bookings, schedules, and logistics for travel and transport

Maintain records of preferred suppliers (hotels and car rentals) and negotiated rates

Ensure all travel and transportation arrangements follow company policies and

SOPs

7. Records Management (201 Files)

Maintain and update 201 files of inorganic employees ensuring completeness, accuracy of records and confidentiality

Organize and file documents systematically for easy retrieval and audit purposes

Ensure all records are updated in accordance with company policies and regulatory requirements

8. Administrative Support

Provide general administrative and clerical support to the team

Maintain filing systems (physical and digital) ensuring easy retrieval of documents

Assist in scheduling meetings, preparing reports, and handling correspondence

Support office logistics, including coordination of deliveries and supplies

9. Facility and Office Management

Report and coordinate repair and maintenance concerns

Ensure all office utilities are functioning properly

Assist in implementation of office policies and procedures

Maintain a safe and conducive working environment

10. Others

Perform other duties as may be assigned from time to time

QUALIFICATIONS:

Bachelors degree in Human Resources, Business Administration, or any related field

At least 12 years of experience in administrative and/or HR-related roles

Experience in timekeeping, employee records management (201 files), and basic HR processes is an advantage

Strong organizational and time management skills with high attention to detail

Experience in handling documentation, records management, and compliance requirements

Proficient in Microsoft Office applications (Excel, Word, PowerPoint)

Good communication and interpersonal skills for coordination with employees, suppliers, and service providers

Strong coordination and negotiation skills for procurement, travel arrangements, and supplier management

Ability to handle confidential information with integrity and professionalism

Familiarity with office operations, facility management, and basic accounting/liquidation processes is an advantage

Ability to multitask and work in a fast-paced environment

KEY COMPETENCIES:

Organizational Skills Ability to maintain structured systems for documents, records (201f iles), and office operations

Attention to Detail Ensures accuracy in timekeeping, liquidation, documentation, and compliance requirements

Confidentiality and Integrity Handles sensitive employee and company information with professionalism and discretion

Time Management Ability to prioritize tasks and meet deadlines across multiple responsibilities

Coordination and Communication Skills Effectively coordinates with employees, suppliers, service providers, and management

Analytical and Problem-Solving Skills Identifies discrepancies and provides appropriate actions (e.g., liquidation issues, utility concerns)

Negotiation and Canvassing Skills Ability to source cost-effective suppliers, accommodations, and transport services

Compliance and Process Adherence Ensures all tasks are aligned with company policies and standard operating procedures (SOPs)

Resourcefulness and Initiative Proactively addresses operational needs and finds efficient solutions

Adaptability and Multitasking Capable of handling multiple functions across HR, admin, and operations in a fast-paced environment