HR/Admin Staff  

DUTIES AND RESPONSIBILITIES:

The HR / Admin. Staff will conduct and ensure the implementation and follow through of the following tasks:

HR Function

• End-to-end recruitment
  • Assisting in manpower requisition (job posting, sourcing, scheduling, assisting in giving examination, conducting initial interview, coordinating with department heads, background investigation)
  • Job Offer (preparation of employment contract, communicate with the new hire about the Pre-employment requirements, offer and schedule.)
  • Endorse New Employee with Healthcare Provider for Pre-employment Physical Examination.
  • Employee Orientation.
  • Monitoring employee for regularization or end of contract. Preparation of contracts and performance evaluation form. Orientation for newly regularize employee.
  • Preparation of clearance form, exit interview, Certificate of Employment, Quitclaims and coordinate with Accounting team for the processing of final pay.
• Update and acts as custodian of 201 file of all active and inactive employees.
• Close coordination with Accounting Department.
• Issues temporary ID, permanent ID cards and building ID to employees.
• Participate in preparation for Employee relation projects such as:
• Teambuilding activity, Christmas party, Company Outing and other activity
• Assist in dissemination of memo, government memorandums and company memorandums.
• Coordinating with Healthcare and Insurance provider.
  • Reporting of new and resigned employee.
  • Renewal of contract.
• Responsible in attendance monitoring/Timekeeping.
• Preparation of renewal contract for office leasing and internet provider.
• Submission of monthly attendance report for every department.
• Monitoring of SL/VL of every employee per department.
• Submission of Monthly Manpower Report.
• Handles inquiries and concerns on various HR services, policies and procedures.
• Close coordination with HR Tokyo.
• Maintain confidentiality in all aspects of staff and company records and information.

Administrative and Purchasing Function

• Ensure cleanliness and orderliness of the office area at all times; in charge of housekeeping by monitoring the janitor’s performance and service
• Monitor the inventory, maintenance and repair of all furniture and equipment such as computers, keys, phones and the like
• Monitor all processes related to the maintenance and timely registration of company government permits
• Monitor the inventory of office equipment
• Act as personal assistant of the Director
• Liaison officer
• Process documents related to office supplies/equipment for purchase (from coordinating to suppliers, preparation of purchase order up to receiving of item/unit).

Other Function/s

• Perform general clerical functions including encoding, mailing, filing, drafting communication / responses to routine inquiries, retrieving and filing organizational documents and the like
• Performs other related functions and duties as may be assigned by the superior from time to time.

Performance Measures:

• Providing valued service to colleagues
• Adherence to policies and procedures related to maintenance of all furniture, equipment, facilities and common areas in the office and coordination with the Building Administrator
• Proper forecasting and negotiation for procurement of supplies
• Support to own and other departments: performance of support functions
• Timeliness of processing registrations, permits, and documents
• Accuracy and promptness in processing various documents
• Accuracy in monitoring and subsequent reports

MINIMUM QUALIFICATION/S:

• Education: Graduate of a four-year course preferably in BS Business Administration major in Human Resource Development.
• Work Experience: At least 2-years relevant experience in HR and Administration.
• Strong interpersonal skills coupled with good written and verbal communication skills
• Capable of managing multiple tasks
• Ability to gather and analyze simple data
• Excellent PC Skills (MSWord, Excel, Outlook and the like)
• Results oriented and able to thrive in a fast-paced environment