Associate Human Resource (HR) / Admin Assistant
Location:
Subic Office
Position:
Full Time
Closing Date:
Monday, August 31, 2026
Do you have a knack for handling several internal tasks with utmost efficiency and organization. Can you prioritize and meet deadlines effectively using your excellent time management skills?
If your answer is yes, then WE WANT YOU!
We need a reliable Associate Human Resource (HR) / Admin Assistant who will oversee our day-to-day admin related operations at our DBA office. This staff will report directly to the Senior Human Resource (HR) Specialist, Managers of People Ops and other Admin Managers of DBA Global Shared Services Inc..
As an Associate Human Resource (HR) / Admin Assistant, your duties and responsibilities include:
HR FUNCTION
RECRUITMENT
- Coordinate with the Senior HR Specialist for job vacancies.
- Job Posting of job vacancies at Job Street, schools, SBMA Labor Department, PESO offices in nearby localities such as in Bataan, Tarlac, Clark etc.
- Screen possible candidates for examination and initial interview with the Senior HR Specialist and with the Managers of People Operations.
- Endorse shortlisted candidates who passed the initial interview to Team Leaders.
- Schedule the candidates for final interview with the Division Managers and Managers of People Ops as instructed by the Senior HR Specialist.
- Conduct background check for shortlisted candidates prior to notification for hiring and job offer.
- Coordinate with the Senior HR Specialist to send Job Offer to selected candidates together with the pre-employment requirements.
- Process ATM, SBMA Gate pass, Malabañias ID, Philhealth, HDMF once hired.
- Process Company ID of newly hired employees
- Make and update 201 files of all employees
- Maintain and update employee information by entering, updating employment and status change data in the master list.
- Prepare and draft employment contract, appointment letter of probationary assignment and regularization.
- Conduct the onboarding orientation for newly hired employees
EMPLOYEE COMPENSATION and BENEFITS
- Assists and process the Philhealth number, Social Security System Number (SSS) Tax Identification Number (TIN) and HDMF MID number of newly hired employees.
- Process Company ID, ATM of newly hired employees
- Enroll new regular employees to HMO provider one (1) month prior to date of regularization
- Renew the HMO benefits of all regular employees
- Process claims, incentives, reimbursement and loan of employees on the following:
- HMO medical reimbursements
- SSS Loan
- Pag-IBIG Loan
- SSS Sickness Reimbursement
- SSS Maternity Leave
- Paternity Leave
- Referral Incentive
- Employee of the Month Incentive
- Assists employees on their concerns with SSS, Pag-IBIG and Philhealth.
- Ensure that statutory benefits/contributions of employees with SSS, Philhealth, Pag-IBIG were carried out.
- Monitoring of leave credits for all regular staff (VL/SL)
- Prepare Notice of Personnel Action for employees’ due for promotion, regularization and change of assignment.
- Prepare documentation for tourist visa, travel insurance of employees
- Liaise with Team Leaders and schedule the discussion in regard to employees due for evaluation (1st, 3rd and 5th Month Assessment).
TIMEKEEPING
- Provide payroll information by collecting time and attendance records of employees.
- Checking of overtime of employees
- Monitoring of daily and monthly attendance of staff
REPORTS
- Monthly report on the following:
- Manpower Report Every Month
- Recruitment status report
- Resigned / Terminated Employees
- Total Manning every month per division
- Attendance Report – Absenteeism and Tardiness
- Employees due for one (1) month training, regularization and annual performance review
- Employees due for enrollment to HMO
- Summary of Referral Incentive every month
- Overtime Per Division every month
ADMIN FUNCTION
- Answer and direct phone calls, provide secretarial support to Senior HR Specialist, Managers of People Ops and other Admin Personnel
- Order/purchase office, pantry and medical supplies which includes research new deals and suppliers
- Maintain contact lists of suppliers
- Book travel arrangement if necessary
- Provide general support to visitors
- Act as the point of contact for internal and external clients
- Liaise with executive and senior administrative assistants to handle request and queries from senior managers
- Assists with all aspect of administrative management, directory maintenance, logistics, equipment and storage if necessary
- Coordinating between branches and operations in resolving day-to-day administrative and operational problems
- Performs multifaceted general office support
- Prepare documentations for permits and licenses, sublease contracts etc.
- Prepare documentations for working visa of executives/expats.
- Assists and prepare documentations in all company gatherings/events which includes DBA Christmas Party, DBA Strategy day etc.
- Liaise with different suppliers in regard to permits and licenses, all company events etc.
- Other ad hoc tasks as assigned
ACCOUNTING FUNCTION
- Submit and reconcile expense reports
- Handles and monitors the petty cash
- Managing inventory of assets and supplies
- Compliance to regulatory bodies
Qualifications:
- Must have a bachelor’s degree in Business Management or any related degree.
- Proven experience in processing work permits and handling administrative tasks.
- Background in HR and familiarity with the BPO industry is a plus.
- Proficient in using MS Office software (MS Word, MS Excel, and MS Outlook).
- Thorough understanding of the Philippine Labor Code and its practical application.
- Strong interpersonal skills and pleasing personality.
- Can demonstrate sound work ethics.
- Trustworthy and can maintain a high level of integrity and confidentiality.
- Capable of working in a fast-paced work environment.
- Knowledgeable in drafting memorandum and advisory.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Excellent administrative skills.
- Ability to handle multiple tasks.
- High attention to detail and accuracy in completing tasks.
- Ability to work with minimal supervision.
- Possession of a Valid Driver’s License and ability to drive four-wheeled vehicles is a plus.
- Willing to be assigned to Subic Bay Freeport Zone.
