The Corporate Services Associate is responsible for supporting HR operations, HRIS administration, employee records management, onboarding coordination, payroll banking coordination, and overall office administration functions of Xpress and EV Transport OPC.
The role ensures accurate maintenance of employee data, timely processing of HR documentation, efficient administrative support, and smooth coordination of office operations. This position also supports employee onboarding, employee engagement initiatives, RTWO processing and documentation, procurement coordination, inventory management, facilities administration, and reporting requirements to help maintain operational efficiency and compliance across the organization.
Key Duties And Responsibilities
HRIS and Employee Data Management
- Maintain and regularly update the NEIS masterlist including:
- New hires
- Employee separations
- Promotions and transfers
- Salary adjustments
- Changes in reporting lines and employment status
- Ensure timely uploading of employee 201 files and driver requirements to designated Google Drive folders.
- Scan and archive signed employment contracts and HR documents for digital recordkeeping.
- Conduct regular audits of HRIS records to ensure data accuracy, completeness, and compliance.
- Generate accurate HR reports including:
- Headcount reports
- Attrition reports
- Leave monitoring
- Attendance and manpower reports
- Employee movement reports
- Support payroll processing through accurate and timely employee data management.
Onboarding and Employee Coordination
- Assist in the end-to-end onboarding process of new hires for Xpress and EV Transport OPC drivers.
- Coordinate pre-employment requirements, onboarding schedules, and orientation activities.
- Ensure timely completion and submission of onboarding documents and employee requirements.
- Prepare employee 201 files, company forms, and onboarding documentation.
- Coordinate payroll bank account enrollment and issuance of company assets during onboarding.
- Assist in ensuring all newly hired employees and drivers are properly endorsed to concerned departments.
- Monitor onboarding completion status and maintain accurate onboarding trackers and reports.
Employee Records and Documentation
- Maintain complete, organized, and updated employee 201 files in both physical and digital formats.
- Ensure all employee documents are properly filed and secured, including:
- Employment contracts
- Job descriptions
- Regularization documents
- Promotion and salary adjustment notices
- Performance evaluation records
- Accountability forms for company-issued assets
- Process and monitor RTWO (Return to Work Order) documentation and ensure timely coordination with concerned employees and departments.
- Assist in ensuring proper documentation for disciplinary and employee relations cases.
HRIS Employee Support
- Serve as the first point of contact for HRIS-related employee concerns and inquiries.
- Assist employees in navigating HR systems and updating records when necessary.
- Provide support in troubleshooting HRIS concerns and escalating issues when needed.
Payroll Banking Coordination
- Safekeep payroll bank forms and coordinate replenishment with bank partners.
- Ensure employee payroll account forms are complete and accurately submitted.
- Coordinate ATM payroll account enrollment for new hires.
- Facilitate receiving and releasing of payroll ATM cards.
- Coordinate with bank representatives regarding:
- Lost ATM concerns
- Online banking issues
- Payroll account updates
- Other payroll banking concerns
Administrative and Facilities Support
- Monitor and manage company-owned assets, office inventory, and supplies.
- Assist in procurement processing including billings, payment coordination, and documentation.
- Coordinate facilities concerns, office maintenance, housekeeping, and repairs.
- Act as liaison for office vendors, service providers, security, and maintenance personnel.
- Supervise and provide operational guidance to receptionists and utility personnel.
- Assist in onboarding and training administrative support staff.
- Ensure office facilities are organized, operational, and conducive for employees.
Employee Engagement Support
- Assist in the planning, coordination, and execution of employee engagement activities and company events.
- Support communication and logistical requirements for employee programs and initiatives.
- Track attendance, participation, and documentation related to engagement activities.
- Assist in preparing engagement reports and post-activity documentation.
Compliance and Reporting
- Ensure HR and administrative processes comply with company policies and labor requirements.
- Assist in preparing reports and documentation for audits, management reviews, and compliance requirements.
- Prepare accurate and timely operational and HR-related reports for management review.
- Recommend process improvements to enhance HRIS, records management, onboarding, and administrative workflows.
- Ensure confidentiality and proper handling of employee and company information.
Other Duties
- Perform other related duties as assigned by management to support departmental and organizational operations.
