HR And Admin Staff

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The General HR and Admin Staff is a dual-role position responsible for delivering comprehensive administrative support and managing the end-to-end HR and Admin process for the daily operations of the cold storage facility. This role ensures the seamless execution of human resource functions, office administration, cost-efficient purchasing, effective supplier coordination, and organized asset and inventory management. The role also covers the acquisition, tagging, monitoring, and disposal of company assets, as well as the tracking of non-trade inventories such as PPE, consumables, office supplies, cleaning materials, and spare parts. The incumbent contributes to operational continuity, cost control, and facility readiness by ensuring that resources are timely, well-managed, and audit-compliant.

Duties And Responsibilities

Human Resources Duties

• Manage recruitment, selection, and onboarding processes.
• Maintain personnel files, HR records, and HRIS updates.
• Coordinate payroll, timekeeping, and government-mandated benefits.
• Implement HR policies, procedures, and labor compliance standards.
• Facilitate employee relations, counseling, and conflict resolution.
• Administer training, performance management, and employee development programs.
• Support management in labor inspections, audits, and regulatory compliance.
  
  

• Manage general office operations, including filing, record-keeping, and document organization (both physical and digital).
• Handle incoming and outgoing communications (calls, emails, correspondence) and direct them appropriately.
• Greet visitors, answer inquiries, and direct them to the appropriate personnel.
• Prepare and process various administrative documents, reports, presentations, and memos.
• Maintain and update various facility-related databases and records (e.g., employee contact information, supplier lists, maintenance schedules).
• Coordinate meetings, appointments, and travel arrangements for staff as needed.
• Manage and distribute incoming and outgoing mail and packages.
• Ensure the administrative area, common spaces, and office equipment are organized, clean, and well-maintained.
• Assist with basic HR-related administrative tasks, such as maintaining employee records, processing leaves, and onboarding paperwork.
• Assist in organizing company events or activities.
  
  

• Source and procure a wide range of goods and services essential for the cold storage facility, including but not limited to:
• Office supplies and equipment
• Cleaning supplies and materials
• Maintenance and repair parts for cold storage equipment (e.g., refrigerants, sensors, electrical components – under guidance)
• PPE (Personal Protective Equipment) for cold environments (e.g., freezer suits, insulated gloves, thermal boots)
• Operational supplies (e.g., pallets, stretch film, labels, packing materials)
• Utilities and facility services (e.g., water, electricity, waste disposal, pest control)
• Research, identify, and evaluate potential suppliers, ensuring competitive pricing, quality, and reliability.
• Prepare and issue Purchase Orders (POs) accurately and in a timely manner, ensuring proper authorization.
• Negotiate terms, conditions, and prices with suppliers to achieve the best value for the company.
• Track and expedite orders to ensure timely delivery of goods and services.
• Coordinate with the accounting department for vendor payments and resolve any invoicing discrepancies.
• Maintain and update a comprehensive list of approved vendors and service providers.
• Monitor inventory levels of common supplies and initiate reorder processes to prevent stock-outs.
• Conduct regular supplier performance reviews.
• Handle basic logistics for purchased goods, ensuring proper receipt and storage.
  

• Monitor stock levels of non-trade items such as PPE, janitorial supplies, packaging materials, and tools.
• Coordinate with warehouse and end-users for timely replenishment requests.
• Conduct regular inventory counts and update inventory records.
  
  

• Oversee the acquisition, tagging, and documentation of company assets.
• Maintain accurate records of fixed assets including equipment, office furniture, and tools.
• Monitor asset movement, utilization, and location assignments.
• Facilitate asset repair, disposal, or write-off in compliance with company policy.
• Support annual physical count and reconciliation of company assets.
  
  

• Bachelor’s degree in Business Administration, Management, Human Resources, Supply Chain Management, or a related field.
• Minimum of 2-3 years of proven experience in a general HR and administrative role.
• At least 1-2 years of experience specifically in purchasing, procurement, or supply chain.
• Experience in a logistics, warehouse, manufacturing, or cold storage environment is a significant advantage.
• Knowledge in basic first aid
• Incumbent will be assigned in Balagtas, Bulacan