HR & ADMIN ASSISTANT

Position Title: HR & ADMIN ASSISTANTPrimary Role: We are seeking a motivated HR & Admin Assistant to support our growing team. The ideal candidate is organized, dependable, and willing to learn, with good communication and coordination skills. This role offers an opportunity to be involved in HR and administrative activities while developing your skills and contributing to a positive workplace. Key Responsibilities: Human Resources & Employee Records

Create new employee 201 records in the HRIS portal. Assist in Updating employee salaries and government deductions (SSS, HDMF, PHIC, WHT) after salary adjustments. Prepare and maintain employee 201 folders. Check employee documents for completeness and accuracy. Scan, rename, and organize employee documents. Upload employee documents to the HRIS/201 portal. Assist in preparing documents for SSS, TIN, Pag-IBIG, PHIC, and payroll ATM applications. File and maintain hard copies of employee documents. Assist in Preparing issuance of Certificates of Employment (COE). Work Permit & Employee Compliance

Assist in annual employee work permit renewals. Assist in preparing and check work permit application forms. Assist in preparing police/NBI clearance applications. Assist in preparing Community Tax Certificate requirements. Assist in scheduling employee X-rays and prepare payment requests. Prepare and maintain the Health Certificate monitoring list. Assist in preparing gate passes and work permits. Assist in coordinating employee requirements with Building Administration. Training & Development

Assist in conducting employee training and development programs. Update employee training and seminar records in the 201 portal. Assist in preparing training monitoring reports. Assist in conducting training needs analysis. Clerical & Office Management

• Handle incoming calls
• Handle reception calls/visitors. Arrange Meetings, appointments, Japanese itineraries/requestsMaintain office supplies and inventory
• Assist in Preparing Monthly Birthday Celebration Purchase Request , coordinate with accounting
• Purchase Requests / Purchase Orders / Reimbursements Assist in Creation of All Purchase Requests/Purchase Order and compile Receipts
• Recreational Activities (Yearend, Anniversary, Birthdays, Team Building & other Activities)

Search for Venue, Transpo Assist in preparing Budget, Itinerary, Reminders Prepare contracts with Venue, transpo Prepare Games, materials, prizes Prepare Bus permit, request, parking arrangement

Prepare Purchase Request of the event

Celebration Host Office & Pantry SuppliesCheck/Monitor pantry, restroom, office, and medicine supplies. Maintain organized and fully stocked supply cabinets. Canvass prices and source required items. Order water, coffee, tissue, and other office supplies. Prepare To-Buy Lists and Purchase Requests. Monitor inventory and ensure timely replenishment. Travel & Guest Arrangements

Book hotels, car rentals, restaurants, and transportation as requested. Arrange airport transfers and transportation for Japanese guests. Prepare itineraries and other guest arrangements. Coordinate business-related travel requirements. Other Office Affairs

Assist in preparing Gate Pass or Work Permits. Coordinate with Building Admin requests, etc. Prepare list and printing budget of Business cards as neededReceive/entertain callers from the reception (billings, etc. )Update the company bulletin board with the latest information. Maintain accurate and organized records and documentation. Perform other HR and administrative duties as assigned by management. Website & Social Media

Update company website and social media pages. Post company events, hiring announcements, and company updates. Monitor and respond to inquiries or coordinate them with the appropriate department. Ideal Qualifications: Bachelor’s degree in human resources, Psychology, Business Administration, or related field6 months to 1 year of HR experience preferred (generalist or assistant role)

• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Proficiency in MS Office and HRIS systems
• Japanese Bilingual is an advantage (additional allowance if JLPT Passer)
• Hiring Process: September 23-30: Job Posting and sorting
• October 7 – 8: Initial Interview
• October 13 or 14 : Final Interview
• October 15 : Release of Final Result
• October 21-25 : Pre-employment Medical Exam, Submission of On-boarding documents
• October 29 : Start of work