Human Resources Assistant

Hiring Company Overview:

ArchEn Technologies, Inc., a wholly-owned subsidiary of San Miguel Corporation, serves as SMC's dedicated engineering and construction arm. Specializing in a wide array of services, ArchEn Covers Architectural Design, Engineering Design, and Construction Management for enterprises across various sectors.

Qualifications:

• Educational Background: Graduate with a Bachelor's Degree in Psychology, Human Resource Management, Business Administration/Management or equivalent.
• Work Experience: Preferably with at least 3-5 years of experience in recruitment, HR operations, or administrative support.
• Skills and Knowledge: Strong organizational skills and highly detail-oriented.
• Location Requirement: Willing to be assigned on site, with work schedule of Mondays to Saturdays.

Job Summary:

The Human Resources Assistant is responsible for supporting the day-to-day operations of the Human Resources Department, with primary focus on talent acquisition, account management, and records management. The role ensures efficient recruitment coordination, proper maintenance of employee records, accurate HR documentation, and timely submission of recruitment and manpower reports. The position also supports external recruitment partnerships and coordinates with government agencies such as TESDA, DOLE, and PESO for hiring initiatives and manpower sourcing activities.

Duties and Responsibilities:

1. Talent Acquisition and Recruitment Activities:

• Source, screen, and shortlist qualified candidates through various recruitment platforms and sourcing channels.
• Coordinate interview schedules between applicants and hiring managers.
• Conduct initial interviews and facilitate pre-employment assessments and requirements.
• Conduct recruitment activities such as local hiring, job fairs, special recruitment drives, and community-based hiring activities.
• Coordinate with government agencies such as TESDA, DOLE, and PESO for manpower pooling, recruitment programs, and employment initiatives.
• Maintain and strengthen partnerships with recruitment channels, schools, and government institutions to support hiring requirements.
• Prepare onboarding requirements, job offers, employment contracts, and orientation materials for newly hired employees.
• Maintain and update applicant tracking systems, recruitment databases, and hiring status reports.
• Coordinate with different departments regarding manpower requests, hiring timelines, and recruitment updates.

2. Account Management:

• Maintain and update employee records, HR databases, and personnel files while ensuring accuracy, completeness, and confidentiality.
• Monitor employee contract expiration dates and ensure timely renewal of all manpower personnel to avoid lapses in employment status.
• Coordinate with concerned departments, site administrators, and HR units to ensure complete and timely processing of employment contract renewals.
• Track manpower deployment status across projects and ensure that all active employees are properly documented and accounted for.
• Monitor employee movement updates such as transfers, resignations, suspensions, and reassignments to ensure records are accurately reflected.
• Coordinate with Payroll and HR teams to ensure all active manpower personnel receive accurate and timely payroll compensation based on updated employment status and contract coverage.
• Ensure alignment of employee records, contracts, and payroll status to prevent discrepancies in compensation and employment documentation.
• Support regular validation and reconciliation of manpower lists versus HR and Payroll records to ensure data accuracy and completeness.

3. Records Management and Documentation:

• Organize, maintain, and safeguard HR records, employee 201 files, and recruitment documentation.
• Ensure proper filing, tracking, and retrieval of HR documents and records.
• Monitor completeness and accuracy of employee documents and maintain updated databases.
• Maintain confidentiality of all employee records and sensitive company information.
• Prepare documentation and records required for internal audits, inspections, and management review.
• Ensure proper retention and disposal of HR records in accordance with company policies and legal requirements.

4. Compensation & Benefits Administration:

• Prepare recruitment reports, manpower status updates, hiring summaries, and HR analytics for management review.
• Generate periodic reports related to applicant status, onboarding progress, employee movement, and recruitment performance.
• Monitor and consolidate recruitment data from various sites and departments.
• Provide administrative support to HR operations and recruitment activities.
• Respond to employee and applicant inquiries in a timely and professional manner.
• Coordinate scheduling of orientations, meetings, and HR-related activities.

5. Other Duties and Responsibilities:

• Performs other duties that maybe assigned from time to time.