Short Introduction

The HR ASSOCIATE (HRIS, PMS, Payroll, Offboarding) is responsible for supporting a variety of Human Resources tasks and initiatives under HRIS Management, Performance Management, Payroll Support and Coordination, Offboarding, and support for other HR tasks. 

They ensure the accuracy, integrity, and timely execution of core HR processes. The role provides operational and administrative support across performance cycles, employee lifecycle changes, payroll coordination, and HR documentation to enable managers and employees to focus on delivering business results.

The position acts as a custodian of data, process compliance, and reporting, while continuously identifying opportunities to improve efficiency, employee experience, and service delivery.

The role stays up-to-date with the latest industry trends, technologies, and best practices and is able to identify new opportunities and strategies for improving overall performance as well as growth.

Working Set-up

Hybrid - 3x a Week Onsite at Ortigas Office

Duties and Responsibilities

DUTIES AND RESPONSIBILITIES:

1.) HRIS MANAGEMENT 

1. Supplier Management and Coordination

• Coordinate with the HRIS Supplier on renewal, billings, and payment
• Coordinate with the supplier to address platform concerns and issues, ensuring resolution is completed within the agreed SLA.

2. HRIS Employee Database Maintenance

• Ensure that all Employee data is accurate and updated
• Create NuBies’ profile in HRIS System (MiHCM)
• Support in checking the information related to or important to Payroll of incoming NuBies (Payroll Account Number, Gov’t Numbers, tagging of employee
• Monitor attendance records, notify employees and managers of gaps or non-compliance, and ensure timely resolution.
• Maintain and submit recurring attendance and compliance reports.

3. 201 Files

• Help in reviewing the pre-employment requirements of onboarding NuBies and ensure that the data in the HRIS and documents are accurate
• Pre-employment Requirements - follow up on the completion of the pre-employment requirements
• Apply the necessary updates on HRIS for any changes related to the employee (change of Marital Status, change of address, change of contact information, etc.), and ensure that there is a supporting document for the change (if applicable)

2.) EMPLOYEE PERFORMANCE MANAGEMENT

       a.    360 Evaluation

• Provide support by sending out the 360 forms for completion by colleagues of the evaluatee
• Follow-up responses from targeted employees to ensure timely completion.
• Consolidate responses and prepare the 360 summary report for the Line Manager.

       b.    Performance Evaluation

• Monitor completion of performance evaluation forms by the Evaluatee and Line Manager.
• Coordinate schedules and logistics of evaluation discussions.
• Attend performance review meetings to document outcomes and action items as required.

       c.    Performance Improvement Plan (PIP) Management

• Provide administrative support in the creation and documentation of Performance Improvement Plans in alignment with the Line Manager and HR.
• Track employee progress, schedule checkpoints, and maintain updated documentation.
• Ensure completeness of records and proper closure of the PIP process.

       d.   Tracker and Documentation Management

• Maintain accurate and up-to-date performance management trackers, files, and databases.

       e.   Reporting

• Prepare regular and ad-hoc reports and analytics related to performance management.

3.)  OFFBOARDING

• Send the Offboarding kit (Offboarding process, Exit Interview Form, and Turnover File) to resigning employee and Line Manager, ensure acknowledgement and sign-offs needed
• Coordinate with other departments for pending items that the resigning employee needs to resolve
• Check the progress of the resignee’s turnover with the Line Manager and the completion of pending items from different departments.
• Process/Route clearance of exiting employee and ensure completion within the Service Level Agreement/DOLE guidelines
• Process the FInal Attendance Report of the exiting employee
• Submit the accomplished Clearance and Final Attendance Report to Finance for Final Pay Computation
• Monitor the release of the  Final Pay to the former employee.
• Schedule Exit Interview of Resigning employee with HR (if necessary)

4.)  SUPPORT FOR ONBOARDING

• Coordinate with the onboarding employee on the completion of the pre-employment requirements
• Ensure that all access/tools (Email. HRIS profile, etc) are prepared before the start date of the employee

5.) SUPPORT FOR EMPLOYEE RELATIONS

• Prepare the necessary memorandums, notices, and documentation related to disciplinary actions and policy implementation.
• Assist in gathering, organizing, and maintaining case records and supporting documents for employee relations matters.
• Coordinate administrative requirements for investigations, hearings, and meetings.
• Track timelines, acknowledgments, and completion of required employee communications and documentation.

6.) SUPPORT FOR RECRUITMENT (as needed)

1. Candidate Sourcing

• Explore innovative ways and tap all possible sources of qualified candidates to fill vacancies.
• Establish good working relations with a diverse network of candidate sources to enable timely acquisition of potential hires

2.  Candidate Screening and Selection

• Guide or as needed, work with the recruitment assistant, in conducting preliminary screening processes, e.g. resume screen, preliminary interviews, testing,  to identify those who meet the established job specifications/criteria 
• Conduct preliminary screening processes to ensure shortlisted candidates meet the qualification standards prior to endorsement to the hiring managers, e.g. resume screen, preliminary interviews, testing,  to identify those who meet the established job specifications/criteria 
• Provide hiring managers with the data and inputs needed for them to make informed selection decisions  
• Coordinate interviews and obtain feedback on interview results
• Ensure that candidates are kept informed about the status of their application

7.) SUPPORT FOR OTHER HR TASKS

• Assist in HR related engagements or activities (Company Events) 
• Assist in general employee inquiries or concerns
• Provide help in other HR facets, as needed

Key Competencies and Skills

We Are Looking For Someone Who:

• Has strong foundations in HR administration, documentation, and file management.
• Is comfortable using HRIS platforms; experience is a plus but not required.
• Is tech-curious and open to using AI tools such as Gemini, ChatGPT, or NotebookLM to improve productivity.
• Understands the fundamentals of performance management processes and employee relations due process.
• Builds positive relationships with employees, candidates, and stakeholders through empathy, professionalism, and trust.
• Communicates clearly, manages expectations well, and drives timely completion of deliverables.
• Demonstrates strong organizational, project, and time management skills, with the ability to handle multiple priorities in a fast-paced environment.
• Works collaboratively across teams, contributes to shared goals, and fosters a customer-centric mindset.
• Is adaptable, solutions-oriented, and open to leading and supporting change.
• Operates with integrity, discretion, and a high level of accountability in handling sensitive information.
• Is proficient in MS Office and Google Workspace tools.
• Is Able to Lead The Change and adapt to changing business needs, shifting priorities, and new technologies. Innovation-oriented and uses creative problem-solving skills to identify new opportunities and enhance business outcomes.
• Has a commitment to integrity, ethical standards, and a strong sense of personal and professional values.
• Has an Entrepreneurial Spirit to drive results, take calculated risks, and seek out new ideas.
• Has a reputation for trust and reliability with a strong track record of delivering results

Required Qualifications