Senior HR Generalist

Job Brief:
A Human Resource Generalist is a professional who is responsible for making sure that employees follow all policies and procedures. This role is responsible for having a broad knowledge of various HR functions, including onboarding, implementation of policies, disciplinary action, employee engagement, conducting performance evaluations, and conducting offboarding procedures. Other functions include having familiarity with labor law as well as being the point of contact for employees’ queries and concerns on HR related topics.

Job Responsibilities:
General & Administrative Duties:
✓ Be knowledgeable about HR Policies and when and how to implement them.
✓ Make sound judgement calls when deliberating on a decision regarding assigned employees.

Account Management: Employee Management (refers to workforce of assigned client accounts)

▪ Manage all HR and employment related issues and concerns of all employees assigned to you.
▪ Responsible for attending to employee’s concerns including but not limited to grievances, work=related issues, personal issues, and other issues that may negatively affect employee performance.
▪ Maintain professional communication and correspondence in an immediate and timely manner.
o When addressed in any text, chat, email or phone call, employee has a responsibility to send a response immediately.
o The same standard of communication applies to other third parties, including but not limited to partners, affiliates, vendors, or suppliers.
▪ Be familiar with all information regarding each employee assigned to your account. Information includes but is not limited to employment and personal information.
▪ Organize documentation such as 201 files, and other employment records of employees under your accounts and other general employees.
▪ Monitor and track employees’ schedule on a weekly basis.
▪ Coordinate with the client or designated contact person/s regarding any issues including but not limited to, scheduling, employee performance, employee negligence, suspension/termination, violations of conduct, and other work and employee related issues.
▪ Must be readily available to be contacted outside regular work hours, especially in severe or emergency cases involving employees assigned to you.

Management of Onboarding Process:
o Ensure that all employees handled have an excellent onboarding experience. Some key ingredients to securing a successful onboarding experience is familiarizing each new hire with the company’s identity, values, product or service, organizational structure, expected job responsibilities, employee compensation, company benefits, and company culture.
o Responsible to create the required material for a successful onboarding session. These include but are not limited to; onboarding decks (created via Canva), employment contracts, and other collaterals or materials needed to convey important information and make an impact on the employee’s first day.
o The new hire should be able to understand their job purpose and in what ways their role will contribute to the overall goals of the company.
o Conduct employee orientations on employment policies and company rules and regulations. ▪ Ensure that employees are well informed of the knowledge, meaning, and consequences of each policy. Handle all Disciplinary Action Procedures:
o Coordinate with Client representatives regarding any infractions committed by employees.
o Responsible to investigate and assess the accuracy and veracity of all evidence and other related documentation involving employee cases/infractions. o Responsible to safekeep information, summarize and present findings in an organized manner.
o Creation of Memorandums

▪ Upon receipt of incident report or official notice from Client, all relevant memorandums should be written immediately and in no case shall exceed forty-eight (48) hours.
▪ Memos must contain the specific violation or policy and the corresponding sanction or penalty. Failure to do so shall have severe consequences as there is a chance the disciplinary action may be invalidated. Employees must exercise diligence and attention to detail. o Discuss with employee specific employee infractions in a calm and amicable manner during the admin hearing.
▪ Handle all employee grievances in a private, sensitive, and delicate manner and propose solutions for moving forward.
▪ Discuss with employee specific employee infractions, create memorandums, and implement disciplinary action procedures with due process according to the law. o Responsible for sending the proper notices and documentation to employees via email, courier, and postal mail. o Implement disciplinary action procedures with due process according to the law
▪ When performing discipline, it is important to follow the proper steps that will comply with due process as stipulated by the labor code and DOLE. At all times, employee must exercise objective judgment, taking all facts and evidence into consideration.
▪ Liaison for communication of schedule, announcements, memorandums, and other relevant document or information pertaining to employment operations to all employees per assigned account.
▪ Responsible for employee counselling procedures, as well as discussing career development options.
▪ Recommend leadership, skills, or technical training to develop employee skill set.
▪ Conduct Performance Evaluations when necessary.:
o Responsible to create performance evaluation forms by curating a list of performance categories that are applicable to the specific purpose of the evaluation.
o Responsible to assess the responses and calculate the scores of both individual and team performances.
o Responsible to collaborate with the Graphics Team to create informative and visually appealing reports to be sent to Clients.
▪ Responsible to brainstorm and conduct Engagement Activities to promote employee well-being. Management of Offboarding Process:
▪ Responsible for the success of employee offboarding process, ensuring that all offboarding documentation is secured and organized.
o Responsible for securing signed copies of offboarding forms (clearance, exit interview, pending liabilities) with separated employees.
o Responsible for sending the proper notices and documentation to employees via email, courier, and postal mail.
o All procedures must also abide by labor regulations as prescribed by DOLE or other government units. Others:
✓ Responsible for coordinating employee cash loan and advances with Management for approval.
✓ Assist payroll management for employees reporting under your accounts, when needed.
✓ Responsible for creating job offers for new hires of the client from time to time.

HR Documentation & Management
✓ Organize documentation such as 201 files, and other employment records of all employees of the Company. Other records include requirements such as NBI, Police, Barangay, and other important documentation of the employee.
✓ Manage, monitor, and maintain HR Spectacles’ database of employees, whether through digital systems, or manual filing and storing systems.
✓ Responsible for creating all employment contracts for the assigned workforce to manage per account.
✓ Closely monitor the comprehensive HR documentation needed for all employees assigned to your account, including but not limited to memorandums, incident reports, promotion letters, and other documentation that may arise during the employee life cycle. HR Systems and Administration
✓ Monitor and continually update details pertaining to the HRMS or other systems, including but not limited to, employee information, employee requirements, details of employment contract and job assignment.
✓ Ensure that all necessary attachments (onboarding, disciplinary action, employee movement, offboarding) are uploaded and maintained properly in Smartsheet or other systems.
✓ Ensure all information in the HRMS and other software is up to date and accurate at all times.
✓ Assist clients and members of their workforce for any troubleshooting they may encounter when using the system, including but not limited to, filing and approval management, attendance and leave reports, scheduling set-up, and payslip records.