Job Summary

We are looking for an organized, detail-oriented, and proactive Onboarding & Deployment Administration Specialist responsible for coordinating employee onboarding, deployment documentation, and administrative requirements across assigned client sites.

The role ensures that newly hired and deployed employees have complete employment records, comply with applicable documentation requirements, and are properly endorsed to their respective work assignments. The position also provides administrative guidance and coordination support to Site Administrators to ensure consistent documentation, timely reporting, and compliance with established company procedures.

The ideal candidate should have experience in manpower coordination, deployment administration, and employee documentation, with strong organizational, communication, and problem-solving skills.

Key Responsibilities

Employee Onboarding and Deployment

• Coordinate and facilitate employee onboarding and deployment administration for assigned client accounts and work locations.
• Monitor completion of pre-employment and onboarding requirements before employee deployment.
• Verify and organize employee documentation, including employment contracts, identification records, statutory information, and other required documents.
• Coordinate with Recruitment, HR, and Operations regarding newly hired employees and deployment schedules.
• Prepare and maintain deployment records, employee endorsements, assignment details, and other required documentation.
• Ensure employees receive necessary onboarding instructions, reporting details, and site-specific requirements.
• Monitor pending onboarding requirements and coordinate timely completion with concerned personnel.
• Maintain accurate records of newly deployed, transferred, reassigned, and separated employees.

Site Administration and Coordination

• Coordinate with Site Administrators and assigned site personnel regarding employee documentation and administrative requirements.
• Provide administrative guidance to Site Administrators to ensure compliance with established procedures and reporting standards.
• Monitor timely submission of required site reports, employee records, and deployment updates.
• Coordinate administrative concerns across multiple client sites and work locations.
• Assist in resolving documentation discrepancies, missing records, and other onboarding-related concerns.
• Ensure proper communication and endorsement of employee information between the Head Office and assigned sites.
• Escalate unresolved administrative and deployment concerns to the Operations/Accounts Supervisor or management.

Documentation and Records Management

• Maintain organized, accurate, and updated employee onboarding, deployment, and site administration records.
• Monitor compliance with required employment documentation and applicable Philippine labor regulations.
• Coordinate with HR regarding employment contracts, employee records, and other personnel documentation requirements.
• Track deadlines for submission, renewal, or updating of required employee documents.
• Maintain accurate employee deployment databases, monitoring sheets, and administrative trackers.
• Ensure proper filing, safekeeping, and confidentiality of employee information.
• Assist in preparing documentation required for internal reviews, audits, and compliance monitoring.

Operational Monitoring and Reporting

• Prepare and submit regular onboarding, deployment, and administrative status reports.
• Monitor employee deployment status, documentation completion, and pending administrative requirements.
• Coordinate with Site Administrators regarding employee movement, assignment changes, and workforce updates.
• Identify recurring administrative issues and recommend improvements to documentation and coordination processes.
• Monitor completion of assigned tasks and ensure compliance with established deadlines.
• Support Operations in maintaining accurate manpower records across assigned client accounts.
• Perform other onboarding, deployment, and administrative duties as assigned by management.

Qualifications

• Bachelor's Degree in Business Administration, Human Resource Management, Operations Management, or a related field, or other qualifications accepted by the Company.
• At least 2 years of relevant experience in manpower coordination, site administration, onboarding, deployment, HR administration, or operations support is preferred.
• Previous experience coordinating or guiding Site Administrators or site-based administrative personnel is an advantage.
• Knowledge of employee onboarding, employment documentation, manpower deployment, and site administration.
• Familiarity with applicable DOLE requirements and Philippine labor regulations is an advantage.
• Strong organizational, communication, leadership, coordination, and problem-solving skills.
• Ability to manage administrative requirements across multiple client sites or work locations.
• Capable of monitoring deadlines, following up pending requirements, and maintaining accurate records.
• Proficient in Microsoft Office applications, particularly Excel and Word, and document management systems.
• Experience using employee databases, HRIS, or digital document management platforms is an advantage.
• Detail-oriented, organized, dependable, and capable of handling confidential employee information.
• Able to work independently and coordinate effectively with Recruitment, HR, Operations, and site personnel.
• Capable of working under pressure and managing multiple administrative priorities.

Key Competencies

Employee Onboarding Manpower Deployment Coordination Site Administration Employee Documentation Deployment Records Management Administrative Compliance DOLE Requirements Awareness Site Administrator Coordination HR & Operations Support Employee Database Management Deadline Monitoring Operational Reporting Records Accuracy Interdepartmental Coordination Confidentiality Problem Solving