HR Staff - for Front Desk & Employee Separations

Position Summary

The HR Staff – Front Desk and Employee Separation Administration is responsible for managing the Human Resources Front Desk and providing administrative support to the HR Division. The position serves as the first point of contact for employees, applicants, clients, and visitors while ensuring efficient front desk operations, accurate document control, and timely processing of employee separation transactions. The incumbent is responsible for the proper receipt, logging, routing, tracking, filing, and release of HR documents; processing employee separations such as resignation, retirement, death, and other employment exits; preparing and issuing irrevocable acceptance of resignations upon Management approval; facilitating employee clearances; coordinating final pay computation and release; preparing quitclaims; maintaining manual attendance backup records; and ensuring that all HR transactions comply with Company policies, the Labor Code of the Philippines, and other applicable laws and regulations.

Key Responsibilities

A. Front Desk and Reception Operations

Serve as the Human Resources Front Desk Officer and first point of contact for employees, applicants, clients, visitors, and external stakeholders. Professionally receive, screen, and direct walk-in clients to the appropriate HR personnel or department. Answer telephone calls, emails, and HR inquiries courteously and promptly. Receive incoming documents, applications, memoranda, notices, and correspondence addressed to the HR Division. Release outgoing HR documents to employees, applicants, departments, and external parties as authorized. Maintain cleanliness, organization, and professionalism of the HR Front Desk and reception area. Assist visitors while ensuring confidentiality of HR matters.B. Document Control and Records Management

Receive all incoming HR documents and verify completeness before acceptance. Properly log, record, and monitor all incoming and outgoing documents using the Company's document control logbook or electronic tracking system. Assign document reference numbers when applicable. Route incoming documents to the appropriate HR personnel or department within prescribed turnaround times. Monitor the status of routed documents until completion. Ensure acknowledgment receipts are secured whenever required. Maintain complete records of document transmittals and releases. File HR documents systematically for easy retrieval. Safeguard confidential HR records and ensure compliance with the Data Privacy Act. Maintain updated document tracking logs for audit and management reference.C. Employee Separation Administration

• Process employee separation transactions including: Voluntary ResignationRetirementDeathEnd of Contract
• Separation due to Authorized Causes
• Separation due to Just Causes (upon Management instruction)

Responsibilities include: Receive resignation letters and separation requests. Verify completeness of documentary requirements. Prepare acknowledgment of resignation. Prepare and issue Irrevocable Acceptance of Resignation upon Management approval. Coordinate effective dates of separation. Update employee movement records and HRIS.Maintain complete separation files.D. Employee Clearance Administration

Prepare Employee Clearance Forms. Route employee clearances to all concerned departments. Monitor completion of departmental clearances. Follow up pending accountabilities. Verify the return of Company-issued properties, equipment, uniforms, IDs, keys, laptops, documents, and other accountabilities. Ensure complete clearance prior to endorsement for final pay processing.E. Final Pay Coordination

• Upon completion of employee clearance: Endorse complete clearance documents to Payroll and Accounting for computation of: Final Salary
• Pro-rated 13th Month PayService Incentive Leave (SIL) conversion
• Separation Benefits, where applicable

Authorized deductions

Other monetary

benefits

Monitor progress of final pay computation. Coordinate release

schedule

s with Payroll and Accounting.F. Release of Final PayCoordinate release of Final Pay Checks. Schedule employees for release of final pay. Verify employee identity before release. Explain settlement documents when necessary. Facilitate employee acknowledgment of receipt. Maintain records of all released final pay checks and related documents.G. Quitclaim and Exit Documentation

Prepare, facilitate, and maintain records of: Quitclaim and Release

Waiver Documents

Final Settlement Documents

Acknowledgment Receipts

Exit Checklists

Ensure documents are: Properly explained to employees. Voluntarily executed. Properly witnessed and notarized when required. Filed and archived appropriately.H. Manual Attendance Backup Administration

Reproduce Manual Time-In and Time-Out Sheets as contingency backup for the Company's Biometrics Attendance System. Maintain sufficient inventory of attendance forms. Ensure availability during: Biometrics downtime

System maintenance

Power interruptions

Network failures

Emergency situations

Collect completed attendance sheets. Forward attendance records to Payroll for processing. Maintain archived attendance records for audit purposes.I. HR Records Administration

Maintain complete and updated records of: Employee SeparationsResignationsRetirementsDeath Claims

Employee Clearances

Final Pay Releases

Quitclaims

Exit Interviews

Manual Attendance Records

Incoming and Outgoing Documents

HR Correspondence

Employee Movement Records

• Ensure proper safekeeping, confidentiality, and accessibility of HR records.J. Employee Assistance
• Provide assistance regarding: Resignation procedures

Retirement procedures

Clearance processing

Final pay inquiries

Certificate requests

Separation

requirements

Exit documentation

Attendance concerns

• HR document requests
• Deliver prompt, courteous, and professional customer service.K. Administrative Support

Prepare HR correspondence and reports. Assist in document reproduction, photocopying, scanning, and filing. Maintain inventory of HR forms and office supplies. Prepare periodic reports on employee separations, clearances, and document transactions. Perform other HR administrative duties assigned by Management. Key Performance Indicators (KPIs)

• Front desk customer satisfaction rating
• Accuracy of incoming and outgoing document logs
• Timeliness of document routing
• Zero lost or unaccounted HR documents
• Timely processing of resignations and separations
• Clearance processing turnaround time
• Timeliness of final pay endorsements
• Accuracy of quitclaims and exit documentation
• Availability of manual attendance forms during biometrics downtime
• Compliance with Company document control procedures
• Accuracy and completeness of HR records

Minimum

Qualifications

Education

Bachelor's Degree in: Human Resource Management

Psychology

Business Administration

Office Administration

Management

Or any related field

Experience

At least one (1) year of experience in Human Resources, Office Administration, Front Desk Operations, Records Management, or Customer Service. Experience in employee separation processing and document control is an advantage. Knowledge

Working knowledge of: Philippine Labor Code

Employee Separation Procedures

Retirement Laws

Final Pay Processing

Employee Clearance Procedures

HR Records Management

Document Control Systems

Records Management Principles

Payroll Coordination

Data Privacy ActMicrosoft Office Applications

HRIS and Electronic Document Tracking Systems

Core Competencies

Customer Service Excellence

Integrity and Professional Ethics

Confidentiality

Attention to Detail

Organizational Skills

Records Management

Document Control

Communication Skills

Time ManagementAccountabilityAccuracyInterpersonal Skills

Problem Solving

Teamwork

Stress Tolerance

Authority

The HR Staff – Front Desk and Employee Separation Administration is authorized to: Receive and acknowledge HR documents and employee correspondence. Log, record, route, track, and release incoming and outgoing HR documents. Maintain official HR document control logs. Issue approved Irrevocable Acceptance of Resignation on behalf of Management. Process employee clearances. Endorse completed clearances to Payroll and Accounting for final pay computation. Coordinate the release of final pay checks and separation documents. Prepare quitclaims and exit documentation. Manage manual attendance sheets during biometrics downtime. Maintain and safeguard HR records related to front desk operations, document control, and employee separations. Working Conditions

Office-based position with continuous interaction with employees, applicants, visitors, clients, and external stakeholders. Handles confidential employee information and sensitive HR documents. Requires prolonged computer work, document processing, and records management. May occasionally render overtime during payroll processing, mass separations, audits, or special HR projects.