People and Admin Coordinator

Job Position : People and Admin Coordinator

Location : Quezon City

Schedule : Monday to Friday | 7 : 00 AM to 4 : 00 PM

Work Setup : Onsite

Position Summary

The People & Admin Coordinator serves as the primary HR and site representative at the Quezon City office. This role ensures smooth daily operations, fosters positive employee engagement, and maintains responsive communication between employees, clients, and the Davao HR team.

Combining HR generalist responsibilities (such as employee catch-ups, attendance monitoring, and basic employee relations) with administrative oversight (including office maintenance, supplies management, and document coordination), the position requires strong interpersonal skills, initiative, and professionalism. The role plays a key part in aligning GSNs employees, clients, and HR leadership to support a productive and positive workplace culture.

Key Responsibilities

1. Employee Engagement & Catch-Up Sessions

Conduct regular one-on-one catch-ups with QC-based employees to assess well-being, performance, and job satisfaction.

Document catch-up notes and escalate relevant feedback or issues to the HR Manager.

Coordinate with Admin and IT for repairs, deliveries, and other facility-related concerns.

Maintain an updated list of QC employees, workstation assignments, and issued assets.

Support employee engagement activities and site-based initiatives (e.g., birthdays, wellness events, recognition programs).

Coordinate with the HR team for follow-up actions such as coaching, attendance reminders, or addressing client feedback.

Maintain strong visibility and approachability among employees, promoting a culture of openness, belonging, and accountability.

Assist in facilitating visitor arrangements, deliveries, and on-site HR activities.

2. Attendance Monitoring & Employee Coordination

Monitor employee attendance, shift schedules, and daily log-ins for QC-based staff.

Validate timekeeping reports and collaborate with the Davao HR team for payroll submissions.

Record and track leave requests, absences, and sickness notifications, ensuring timely client communication.

Follow up with employees who fail to report to work or submit attendance logs.

Prepare and coordinate documentation of attendance issues, such as incident reports, sickness forms, and memos.

3. Client Coordination & Employee Status Updates

Serve as the first point of contact for client inquiries regarding attendance, schedule adjustments, or employee absences.

Communicate promptly and professionally with clients, ensuring accurate and timely updates.

Coordinate with Davao HR for sensitive or policy-related matters, including disciplinary cases or contract changes.

Prepare brief status updates or summary reports for clients when required by the HR Manager or Founders.

Maintain confidentiality and professionalism in all client communications.

4. Office Administration & Site Oversight

Oversee daily office operations, ensuring cleanliness, orderliness, and readiness of workstations.

Monitor inventory of supplies, utilities, and office equipment; initiate requests for replenishment or maintenance as needed.

Assist in coordinating logistics for meetings, events, and site activities.

Ensure the office environment reflects GSNs culture and operational standards.

5. HR & Admin Documentation

Collect and forward employee requests (e.g., leave, COE, and other HR forms) to the Davao HR team.

Maintain copies of QC 201 files and HR documents, ensuring accuracy and confidentiality.

Support onboarding activities by welcoming new hires, conducting basic orientations, and facilitating handover to the Davao HR team.

Facilitate clearance sign-offs, asset retrieval, and exit documentation for resigning employees.

6. Collaboration & Reporting

Coordinate closely with the Davao HR team on HR initiatives, documentation, and employee coordination.

Submit weekly site status reports summarizing attendance, client updates, and office conditions.

Participate in HR meetings and provide site-level insights to enhance HR processes.

Represent and uphold GSNs values and culture through professionalism, integrity, and teamwork.

7. Risk Management & Compliance

Monitor potential HR or operational risks in the QC site, including attendance anomalies, non-compliance, and behavioral concerns.

Ensure timely documentation and escalation of incidents, complaints, or workplace issues to the HRBP or HR Manager.

Safeguard employee and client data in accordance with GSNs Data Protection Policy.

Conduct regular safety and compliance checks within the office, reporting any irregularities.

Coordinate with the HR Manager to implement preventive measures addressing compliance or administrative risks (e.g., unreported absences, asset loss, or missing files).

Support the consistent enforcement of GSNs internal policies, including attendance, code of conduct, and client servicing standards.

Qualifications

Bachelors Degree in Human Resource Management , Business Administration , or Psychology .

At least 3-4 years of experience in HR and Administrative functions, preferably in a BPO , client-facing.

Excellent communication and interpersonal skills.

Proficient in Microsoft Office and HR information systems (experience with HRIS or attendance tracking tools is an advantage).

Highly organized, dependable, and able to handle sensitive employee matters with discretion.

Willing to work onsite in the QC office , with flexibility for occasional extended hours during engagement events or meetings.

Benefits :

• Day-shift schedule
• Free coffee and snacks
• Competitive salary
• 13th-month pay
• Paid annual leave
• HMO coverage
• Life insurance
• Birthday leave

Take a look at our office : We provide staff with access to state-of-the-art facilities

Meet our growing team :

Our Recruitment Process : Work Culture & Recruitment at GSN | A Look Inside