HR and Admin Manager

HEPE - Bataan and HEPE - Navotas

Posted: September 5, 2026 at 9:13 PM
Employment type: Regular
Applications close: September 15, 2026

What we’re looking for

HR & Admin Manager — Duties and Responsibilities A. Human Resources Functions

1. Recruitment & Staffing

Plan manpower requirements with department heads/management Post job openings, screen resumes, conduct initial interviews Coordinate final interviews, testing, and background checks Prepare job offers, employment contracts, and onboarding schedules Conduct new employee orientation (company policies, benefits, culture)

2. Employee Records & 201 Files

Maintain and update 201 files (personal records) for all employees Ensure completeness of pre-employment requirements (NBI clearance, SSS, PhilHealth, Pag-IBIG, TIN, medical exam) Track employment status changes (regularization, promotion, transfer, resignation)

3. Compensation, Benefits & Payroll Support

Prepare/verify payroll inputs (attendance, leaves, overtime, deductions) Administer government-mandated benefits: SSS, PhilHealth, Pag-IBIG contributions and loans Process 13th month pay, holiday pay, and other statutory benefits Manage company benefits (HMO, leave credits, allowances) if applicable Coordinate with accounting/finance for payroll release accuracy

4. Timekeeping & Attendance

Monitor daily attendance, tardiness, and absences Manage leave applications (SIL, sick leave, maternity/paternity, etc.) Enforce attendance policies and escalate chronic issues

5. Labor Law Compliance (DOLE)

Ensure compliance with Philippine Labor Code requirements Maintain compliance with DOLE reporting (e.g., establishment reports, safety and health committee) Ensure proper documentation for contract workers, probationary status, and regularization timelines Stay updated on wage orders (regional wage boards) and adjust pay accordingly Manage compliance with Occupational Safety and Health (OSH) standards

6. Employee Relations & Discipline

Handle employee grievances and mediate workplace conflicts Implement and enforce the company's Code of Conduct / Employee Handbook Conduct disciplinary investigations following due process (NTE, hearing, NOD) Document and manage administrative cases, suspensions, and terminations Promote positive employee engagement and morale programs

7. Performance Management

Design and administer performance appraisal systems Coordinate probationary and annual performance evaluations Support career development, training needs identification, and succession planning

8. Training & Development

Identify training needs (technical, safety, soft skills) Coordinate/schedule mandatory trainings (e.g., safety orientation for marine/technical staff, first aid) Track training records and certifications (especially relevant for HEPE's marine/technical crew — STCW, safety certs, etc.)

9. HR Policy Development

Draft, update, and implement HR policies and the Employee Handbook Ensure policies align with DOLE regulations and company needs Communicate policy changes to all staff

10. Separation & Offboarding

Process resignations, terminations, and end-of-contract clearances Compute final pay, prepare Certificate of Employment (COE), and quitclaim documents Conduct exit interviews B. Administrative Functions

1. Office & Facilities Management

Oversee upkeep, repairs, and maintenance of office premises (Balanga City and Navotas offices) Manage office supplies procurement and inventory Coordinate with utility providers, building maintenance, and janitorial/security services Manage IT/equipment coordination for admin needs (in liaison with technical staff)

2. Company Registrations, Permits & Licenses

Ensure timely renewal of business permits (Mayor's Permit, BIR registration, SEC/DTI filings) Maintain compliance with local government requirements per branch location Manage renewal of company vehicle registrations, insurance, and related documents

3. Records & Document Management

Maintain company files, contracts, MOUs, and corporate documents Implement document control systems (physical and digital, e.g., HEPE Solutions ERP modules) Ensure confidentiality and proper archiving of sensitive records

4. Procurement & Vendor Coordination (Admin side)

Source and manage vendors for office/admin needs (supplies, equipment, services) Negotiate service contracts (janitorial, security, courier, telco/internet) Monitor admin budget and expenses

5. Company Vehicles & Logistics

Manage company vehicle assignments, maintenance schedules, and driver coordination Oversee logistics support for site visits, ship repairs, or offsite operations

6. Health, Safety & Security

Implement workplace safety protocols (especially relevant given HEPE's ship repair/fabrication operations) Coordinate emergency preparedness plans (fire drills, first aid stations) Liaise with safety officers for PPE compliance and incident reporting

7. Events & Employee Welfare

Organize company events (anniversaries, Christmas parties, team building) Manage employee welfare programs (medical missions, wellness activities)

8. Liaison Work

Represent the company in dealings with DOLE, SSS, PhilHealth, Pag-IBIG, BIR, LGUs Coordinate with legal counsel on labor disputes or compliance matters when needed C. Cross-Cutting / Managerial Responsibilities Prepare HR and Admin reports for management (headcount, turnover, compliance status, budget) Manage HR/Admin staff or assistants if any report to this role Ensure alignment of HR/Admin practices with overall company goals and culture Support management in organizational planning and restructuring Act as custodian of company policies, ensuring consistent application across both office locations

Apply for this position

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Full name *

Email address *Contact number *

Experience I am looking for — at least 3 years. How many do you have? *

Educational Attainment — Bachelor's degree. Do you meet this? *

License Holder I am looking for — HR and/or Admin Related License or Certification. Do you have this? *

Starting Date I need — needs Immediately. When could you start? *

Location I will put you to work — Either branch. Are you willing to work here? *

With Driving Experience — Preferred. Do you have this? *

Willing to Render OT / Nightshift / Weekends — Preferred. Do you have this? *

Have Experience in — HR and Admin Matters. Do you have this? *

MS Office and Computer Knowledge — Proficient needed. What's yours? *

Willing to Travel — Required. Do you have this? *

Can Work Alone — Required. Do you have this? *

For What Kind of Employment — Regular / Full-time needed. What's yours? *

Willing to Stay — Required. Do you have this? *

Manage People — Required. Do you have this? *

Other Requirements — Willing to learn. Do you have this? *

Resume / CV (optional)PDF or Word (.doc/.docx), max 4 MB.

Why are you a fit for this position? *

Data Privacy Notice

Who we are

HEPE Machinery Repair and Ship Services Ltd. Co. (HEPE) decides why and how the personal data on this form is used. Under the Data Privacy Act of 2012 (RA 10173) we are the personal information controller for your application.

What we collect

Your name, email address and mobile number; your answers to this position's questions; what you write about why you are a fit; and your CV if you attach one. If we take your application further we will ask for more (for example your 201 file and documents) and tell you why at that stage.

Why we use it

To read and assess your application for this position, to contact you about it by email or SMS, and to keep a record of how the application was handled. We use it for nothing else, and we do not sell it.

Who sees it

The HEPE staff who handle recruitment. Some service providers handle it on our behalf: cloud hosting and database providers, an email delivery provider and an SMS delivery provider. Some of these may keep data outside the Philippines.

AI-assisted rating (sent abroad)

To help sort applications against what the job asks for, your answers to this form's questions and what you write about why you are a fit are sent to an artificial-intelligence service provider outside the Philippines (currently Anthropic, in the United States). Your name, email address, mobile number and CV are not sent.

The rating only helps put applications in order. It never rejects anyone: a person at HEPE reads and decides every application.

How long we keep it

If we do not hire you, we keep your application for up to 12 months after our decision. After that, the owner of HEPE reviews the list and erases your personal data. This is done by a person, not by an automatic job, so it may follow a short time after that date. If you also tick the optional talent pool box below, we keep it for up to 24 months from that date, so that we may contact you if a suitable position opens (we cannot promise one will). If you are hired, your details become your employee record, which we keep as employment, tax and social-contribution laws require.

Your rights

You may ask to see your data, correct it, object to its use, withdraw this consent, or have it erased or blocked, and you may claim damages if your rights are breached. Withdrawing consent does not undo what was lawfully done before. You may also complain to the National Privacy Commission (privacy.gov.ph).

What erasure removes: your name, email, mobile number, answers, CV and other documents, your portal sign-in and the notices raised about you. What may remain: the messages you exchanged with HR through the portal are kept exactly as written, because that record cannot be edited, so any detail you typed in them (including your name) stays in the text; only the link from the messages to your account is removed; and a protected internal log of changes made by HEPE staff may still hold earlier copies of the details it recorded.

How to reach us

Ask the HR Team of HEPE Machinery Repair and Ship Services Ltd. Co. by phone on +63 918 642 4293, or by the contact details on our website.

Privacy email: inquiry@hepesolutions.com

I have read the Data Privacy Notice above. I agree that HEPE may collect and use my personal data to process this application, including the AI-assisted rating it describes. *Optional: I also agree that HEPE may keep my details for up to 24 months, so that it may contact me if a suitable position opens.