ADMIN & HR COORDINATOR
Department: Administration / Human Resources
Reports To: Owner / Management
Employment Type: Full-Time
JOB SUMMARY
The Admin & HR Coordinator is responsible for maintaining organized, compliant, and properly documented company operations from an administrative and human resources perspective.
The role focuses on HR administration, employee records, compliance, documentation, payroll support, recruitment coordination, internal audits, and management reporting.
The position is expected to work proactively—not simply wait for instructions. The Coordinator must identify missing documents, follow up on pending requirements, monitor deadlines, investigate administrative discrepancies, and ensure that company policies and procedures are properly documented and followed.
KEY RESPONSIBILITIES1. HUMAN RESOURCES ADMINISTRATION
- Maintain complete and updated employee 201 files and personnel records.
- Prepare and maintain employment contracts, onboarding documents, forms, and HR records.
- Monitor employee status, probationary periods, regularization dates, and employment documentation.
- Track attendance, tardiness, absences, leaves, undertime, and other attendance concerns.
- Maintain employee schedules and HR-related records in coordination with Operations.
- Monitor employee compliance with company policies and procedures.
- Receive and document employee concerns, incidents, complaints, and disciplinary matters.
- Prepare notices, memoranda, incident reports, and other HR documents as directed by management.
- Maintain confidentiality of employee and company information.
2. RECRUITMENT & ONBOARDING
- Assist in identifying manpower requirements with Operations.
- Post job vacancies through appropriate recruitment channels.
- Screen applicants based on established qualifications.
- Coordinate interviews and applicant schedules.
- Maintain an applicant database.
- Coordinate pre-employment requirements.
- Prepare onboarding documents and requirements.
- Ensure newly hired employees complete all required documents before deployment.
- Coordinate training and orientation requirements with Operations.
3. EMPLOYEE MONITORING & COMPLIANCE
- Monitor whether employees have submitted required documents.
- Track expiration dates and renewal requirements for applicable employee/company documents.
- Maintain HR compliance checklists.
- Conduct periodic reviews of employee records.
- Identify missing, incomplete, expired, or inconsistent documents.
- Follow up with responsible employees or departments until requirements are completed.
- Escalate unresolved compliance issues to management.
4. HR AUDIT & INVESTIGATION
- Conduct administrative and HR audits based on company checklists.
- Review attendance, employee files, forms, incident reports, and other HR documentation.
- Investigate administrative discrepancies or reported policy violations.
- Gather supporting documents and facts before reporting an issue.
- Document findings objectively.
- Recommend corrective actions when appropriate.
- Escalate serious or unresolved matters to management for final decision.
The Coordinator does not independently impose major disciplinary actions or make final employment decisions. Such decisions remain with Management.
5. PAYROLL & FINANCE ADMINISTRATIVE SUPPORT
- Assist in preparing payroll data based on attendance, schedules, approved leaves, overtime, deductions, and other authorized adjustments.
- Review payroll inputs for completeness and accuracy before submission for approval.
- Maintain payroll-related records.
- Assist in monitoring employee advances, reimbursements, and other employee-related financial transactions.
- Prepare administrative expense documentation.
- Organize receipts, invoices, vouchers, and supporting documents.
- Assist management in gathering financial information and reports when required.
- Coordinate with the external accountant/bookkeeper when necessary.
Note: The role supports financial administration but does not have final authority over company funds, accounting decisions, or financial approvals.
6. COMPANY ADMINISTRATION
- Maintain organized physical and digital company records.
- Manage filing systems and document repositories.
- Prepare letters, forms, reports, notices, and internal documents.
- Monitor administrative deadlines and requirements.
- Coordinate permits, registrations, renewals, and other administrative requirements as assigned.
- Maintain office supplies and administrative inventories.
- Coordinate with suppliers, service providers, government offices, and other external parties when authorized.
- Assist management in preparing documents for meetings, audits, applications, and other business requirements.
7. POLICY & SOP ADMINISTRATION
- Assist management in creating, organizing, and maintaining company policies, SOPs, forms, and checklists.
- Ensure the latest approved versions of documents are properly distributed and filed.
- Maintain a central repository of company policies and procedures.
- Monitor employee acknowledgment and implementation of applicable policies.
- Identify areas where existing procedures are unclear, incomplete, or inconsistent.
- Recommend improvements to administrative and HR processes.
8. REPORTING
Prepare regular reports for Management, including but not limited to:
- Headcount report
- Employee status report
- Attendance and tardiness report
- Absence and leave report
- Probationary employee monitoring
- Recruitment status
- Employee documentation compliance
- HR incidents and disciplinary cases
- Payroll summary/supporting report
- Administrative compliance status
- Outstanding requirements and deadlines
- Other reports requested by Management
Reports must be accurate, organized, timely, and supported by documentation.
AUTHORITY & ROLE BOUNDARIES
The Admin & HR Coordinator is primarily responsible for:
AUDIT → COMPLIANCE → MONITOR → DOCUMENT → INVESTIGATE → REPORT → FOLLOW UP
The position is expected to identify problems and bring them to management's attention, rather than simply wait for management to discover them.
The Coordinator may:
- Request required documents from employees.
- Follow up on pending requirements.
- Conduct administrative checks and audits.
- Investigate discrepancies and gather facts.
- Require correction of incomplete administrative documentation.
- Escalate repeated non-compliance.
- Recommend corrective actions.
The Coordinator may NOT independently:
- Terminate employees.
- Approve salary increases.
- Approve major expenses.
- Change company policies.
- Waive disciplinary actions.
- Make final hiring decisions unless specifically delegated by Management.
- Commit the company to contracts or financial obligations.
Final approval and major decisions remain with the Owner/Management.
QUALIFICATIONSRequired
- Bachelor's degree in Human Resources, Business Administration, Management, Accounting, Finance, or related field.
- At least 1–2 years of experience in HR, administration, payroll, or related functions.
- Strong organizational and documentation skills.
- Good knowledge of Microsoft Office / Google Workspace.
- Comfortable working with spreadsheets and basic financial records.
- Strong attention to detail.
- Good written and verbal communication skills.
- Able to handle confidential information professionally.
- Willing to work in a fast-paced growing company.
Preferred
- HR experience in retail, F&B, hospitality, or multi-branch operations.
- Basic knowledge of Philippine labor and employment requirements.
- Experience with payroll and attendance systems.
- Basic accounting/bookkeeping knowledge.
- Experience conducting administrative audits.
- Experience creating SOPs, forms, and checklists.
CORE COMPETENCIES
- Organization
- Attention to Detail
- Accountability
- Confidentiality
- Problem Solving
- Follow-through
- Investigation & Fact Finding
- Communication
- Compliance Mindset
- Analytical Thinking
- Proactive Work Style
- Integrity
MOST IMPORTANT EXPECTATION
The company is looking for someone who does not need to be constantly told what to do.
The ideal candidate sees something missing and follows it up, sees something incorrect and investigates it, sees an approaching deadline and prepares for it, and sees a recurring problem and proposes a better system.
The role is not simply administrative assistance. It is responsible for keeping the company's HR and administrative system organized, compliant, documented, and accountable.
Work Location: In person