HR Operations Specialist  

Job Title: HR Operations Specialist

Department: Human Resources
Reports to: HR Director
Work Schedule: Full-time | Hybrid

Job Summary:

The HR Operations Specialist plays a central role in managing and executing key HR functions including employee relations, attendance and payroll coordination, learning and development (L&D), internship management, and administrative HR support. This role ensures compliance with internal policies and labor standards while contributing to a positive, organized, and performance-driven workplace.

Key Responsibilities:

1. HR Administration & Operations

• Prepares and submits HR agenda items for Management Committee (Mancom) meetings.
• Attends scheduled Mancom sessions, takes comprehensive notes, and disseminates minutes with clear action points.
• Coordinates performance evaluations, sends reminders, collects completed forms, and tracks submission progress.
• Supports Performance Improvement Plans (PIP), including documentation, meeting facilitation, and monitoring.
• Prepares Notices to Explain (NTE), ensures due process is followed, and issues corresponding decisions.
• Addresses employee concerns (e.g., attendance, conflict, behavioral issues) with timely interventions and documentation.
• Conducts regular Team Lead meetings, particularly with IT leads, to gather feedback and support HR strategies.

2. Payroll & Attendance Management

• Reviews attendance logs for errors, flags anomalies, and coordinates with concerned staff to verify discrepancies.
• Prepares payroll notes including overtime, absences without leave, tardiness, and other adjustments.
• Manages deductions tracking such as unpaid leaves and loan repayments in line with company policy.
• Maintains payroll-related documentation in accordance with data privacy and audit requirements.

3. Learning & Development (MMI Academy)

• Assists in planning and executing the monthly L&D calendar in collaboration with department leads and the HR Director.
• Manages end-to-end logistics for internal training sessions and knowledge-sharing events.
• Facilitates onboarding sessions for new hires and ensures up-to-date orientation materials.
• Distributes and analyzes post-session surveys and reports insights to support continuous improvement.
• Oversees employee learning records and participant engagement metrics.

4. Internship Program Coordination

• Maintains academic partnerships, monitors MOUs, and coordinates briefings with school liaisons.
• Screens internship applications, manages communications, and coordinates assessments and interviews.
• Leads onboarding and monitors intern attendance, engagement, and performance in collaboration with mentors.
• Facilitates intern offboarding, including surveys, certificates, and clearance documentation.

5. Employee Support & Documentation

• Prepares official employment-related documents (e.g., COE, reference letters, PANs) with accuracy and timeliness.
• Drafts and disseminates HR memos, announcements, and team advisories.
• Maintains centralized logs and digital HR files with proper version control and security.
• Responds to employee inquiries on HR-related matters, documents all interactions, and escalates issues when needed.
• Supports clearance and offboarding processes for regular employees, ensuring compliance and completeness.

Qualifications:

• Bachelor’s Degree in Human Resources, Psychology, Business Administration, or a related field.
• At least 2–3 years of experience in HR operations, preferably in a generalist or coordinator capacity.
• Strong knowledge of labor laws, HR best practices, and document handling procedures.
• Experience with HRIS/timekeeping platforms is a plus.
• Excellent organizational, communication, and interpersonal skills.
• High attention to detail and ability to handle sensitive information with confidentiality.
• Proficiency in Google Workspace (Docs, Sheets, Drive) and collaborative tools (Slack, Trello, etc.).

Key Competencies:

• Detail-Oriented: Meticulous in handling reports, files, and documentation.
• Proactive: Takes initiative in tracking deadlines and addressing HR concerns.
• Collaborative: Works effectively across departments and with external stakeholders.
• Analytical: Able to synthesize feedback and performance data for decision-making.
• Adaptable: Thrives in a dynamic environment and adjusts to shifting priorities.