HR & Administrative Coordinator

We at Acxelsus are on a mission to showcase exceptional Filipino talent globally. Beyond educational credentials and professional experience, we highly prioritize passion, dedication, loyalty, and a proactive attitude towards personal growth. Our foundation is built upon a set of core values - R.I.G.H.T. - representing Reliability, Integrity, Goal-Oriented mindset, Happiness, and Teamwork. These values define our identity and guide our approach to achieving success.

If you are passionate about advancing your career, forging genuine connections, and becoming part of a team committed to your success, join us!

The HR & Administrative Coordinator handles the day-to-day administrative tasks across two functions: People & Culture administration and general office administration and regulatory compliance. 

People & Culture Administration

• →Timekeeping: Monitor daily attendance and timekeeping records, review timesheets for discrepancies, tardiness, undertime, and absences, follow up with employees on attendance concerns, and maintain attendance trackers, weekly reports, monthly SIL reports, and payroll supporting records.
• →Onboarding Administration: Maintain the onboarding tracker and monitor new-hire status, track pre-employment requirements, coordinate onboarding needs with employees, managers, IT, and other departments, and prepare onboarding documents, orientation schedules, and materials.
• →Offboarding & Clearance Administration: Maintain the offboarding tracker, coordinate employee clearance requirements and asset returns, prepare exit documentation, coordinate final-pay requirements with Finance, and maintain confidential separation records.
• →Hybrid Work Administration: Maintain the hybrid work tracker, document and monitor hybrid work requests, coordinate approvals with employees and managers, and prepare periodic summaries of arrangements and outstanding requests.
• →Employee Engagement & Culture: Coordinate routine engagement activities and event logistics, prepare schedules, forms, surveys, and announcements, monitor participation, and consolidate engagement results.
• →HR Administration & Compliance Support: Maintain PH and AU holiday calendars, prepare and distribute HR memoranda and track acknowledgements, coordinate Annual Physical Examination activities, and process FWD/HMO enrollment and government statutory benefits (SSS, HDMF, PhilHealth).
• →Employee Records Management: Maintain complete and updated employee 201 files, monitor missing or expired documents, update employee information in the HRIS, and ensure confidential employee information is properly handled and secured.

Office Administration & Compliance

• →Office Administration & Facilities Management: Oversee daily office maintenance and organization, supervise outsourced services (janitorial, maintenance, security), manage office supply inventory and procurement, and ensure workspaces are well-maintained and equipped.
• →Reception and Front Desk Support: Manage visitor greetings, phone calls, and correspondence, maintain visitor logs, and ensure smooth and professional front desk operations.
• →Purchasing & Vendor Coordination: Source suppliers and service providers, negotiate and manage contracts, process purchase orders, monitor delivery timelines, and maintain accurate procurement records.
• →Permits, Licenses & Regulatory Compliance: Handle applications and renewals of business permits and licenses, liaise with government offices and regulatory bodies, keep compliance documentation up to date, and serve as ISO Coordinator for audits and regulatory matters.
• →Health, Safety & Environment (HSE): Act as the organization's designated Safety Officer, implement and maintain OSH-compliant workplace health and safety protocols, and conduct drills, safety briefings, and incident recordkeeping.
• →Travel and Itinerary Management: Arrange travel bookings including flights, accommodations, and transport, prepare travel itineraries, and ensure cost-effective, policy-compliant travel.

• Education: Bachelor's degree in Human Resources, Office Administration, Business Administration, Public Administration, Psychology, or a related field.
• Experience: 2–3 years of experience spanning HR administration and/or general office administration/compliance, including exposure to timekeeping, onboarding/offboarding processes, and coordinating with government agencies and regulatory bodies (e.g., permits, ISO certification).
• Technical Skills: Proficient in MS Excel, MS Office, and Google Workspace; working knowledge of HRIS/HR information systems, timekeeping/attendance systems, and general office management systems; familiar with processing Philippine statutory benefits (SSS, HDMF/Pag-IBIG, PhilHealth) and their online employer portals; knowledgeable in ISO certification processes, government compliance/business permit procedures, and OSH/workplace health and safety protocols.
• Soft Skills: Strong organizational, multitasking, and follow-up skills, high attention to detail, discretion in handling confidential employee information, and the diligence to coordinate across multiple departments and external parties and escalate issues promptly rather than resolve them independently.
• Language: Fluent in English and Filipino, with strong written and verbal communication skills for employee, vendor, and regulatory-agency coordination.