administration and hr assistant
Abantia Tempo
Total years of experience :14 years, 11 Months
1. Assisting with day to day operations of the HR functions and duties
2. Providing clerical and administrative support to Human Resources executives
3. Compiling and update employee records (hard and soft copies)
4. Process documentation and prepare reports relating to personnel activities
(staffing, recruitment, training, grievances, performance evaluations etc)
5. Coordinate HR projects (meetings, training, surveys etc) and take minutes of
meeting when necessary
6. Deal with employee requests regarding human resources issues, rules, and
regulations
7. Assist in payroll preparation by providing relevant data (absences, bonus,
leaves, etc)
8. Properly handle complaints and grievance procedures
9. Coordinate communication with candidates and schedule interviews
10. Conduct initial orientation to newly hired employees
11.Coordinates with manpower agencies to source candidates of potential
employees as per request of each Department
12. Preparing inventory and request orders of office supplies
13. Booking ticket of employees and managers schedule for travel / vacation 14. Handles and preparing Petty Cash
1. Answer and direct phone calls
2. Organize and schedule appointments
3. Plan meetings and take detailed minutes
4. Write and distribute email, correspondence memos, letters, faxes and forms
5. Assist in the preparation of regularly scheduled reports
6. Develop and maintain a filing system
7. Assist in purchasing and email supplier for quotations
8. Order office supplies and research new deals and suppliers
9. Maintain contact lists of clients and suppliers
10. Submit and reconcile expense reports
11. Provide general support to visitors
12. Act as the point of contact for internal and external clients
13. Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
14. Handles and prepare petty cash
15. Preparing payroll for all employees
16. Preparing check vouchers for suppliers
17. Preparing Invoice and Receipt Voucher for clients
18. Preparing all documents needed for Tender Projects
Reporting to the President, Vice-President, Treasurer and Board of Directors
1. Ensure the safety of all building occupants and visitors.
2. Oversee the security system, security personnel and fire-prevention system in the building.
3. Conduct preventative property maintenance to keep the property functioning in top condition.
4. Supervise the janitorial staffs that provide daily cleaning services.
5. Monitor and check general upkeep and cleanliness of the building, its surroundings and its facilities.
6. Supervise maintenance staffs that provide daily services as Electrician and plumber for the Building.
7. Collect monthly dues, parking fees and other assessment from building occupants.
8. Manage the budget for the building and maintaining all pertinent records.
9. Coordinate and maintain strong relationship with all building occupants.
10. Formulated the House Rules and Regulations if the building.
11. Prepare agenda for Board Meeting and Minutes of the meeting for filing reference.
12. Implement the day-to-day operation of the building in coordination with the President and Board Directors.
13. Check work order forms for those completed and those outstanding; determine age of incomplete work orders and reason for delay.
14. Inspect inventories supplies in storeroom prior to approving purchase orders.
15. Review in detail purchase orders prepared and invoices for payment to ensure clarity justification of requirements and not to exceed budget.
16. Review and submit employees’ time sheets for payroll purposes.
17. Annual review of personnel performance and submit to the Board of Directors completed evaluation.
18. Review all contractual services and get other contractor quotations.
19. Coordinates with Unit Owners/ Contractors for the implementation of Building Permits and House Rules and Regulation during Renovations.
20. Update and keeping safe the 201 files or Employees’ classified personal data.
Reporting to the President, Treasurer and Building Officer
1. Suggest improvements in company practice for finance and accounting policies and procedures.
2. Prepare monthly trial balance.
3. Prepare monthly the following accounting schedules and statements:
a. Bank reconciliation statements
b. Schedule of Income and Expenses
c. Schedule of Receivables and other assets
d. Schedule of Payables and other liabilities
4. Prepare monthly payroll both for confidential and rank and file.
5. Handles the disbursement operation of the company.
6. Prepares monthly billings to tenants and other receivables.
7. Facilitates the deposit of collection from parking fees, association dues and other source of cash inflows.
8. Handle government and other reportorial requirement i.e. monthly withholding tax returns, VAT returns, monthly SSS remittance, monthly HDMF remittances, etc.
9. Ensure that all government requirements and payments are attended to promptly to avoid penalties and surcharges.
10. Administer the preparation of external and internal audit requirements.
11. Attend to the cash, accounts receivable and fund management.
12. Organize files of the office and properly file them to their respective folders.