EMPLOYEE SERVICES OFFICER
The Employee Services Officer is responsible for administering employee benefits, employee records, HR service requests, and employee lifecycle support activities in an accurate, timely, confidential, and service-oriented manner.
The role ensures that benefits and employee services transactions are compliant with company policies, statutory requirements, data privacy standards, and HR service delivery guidelines.
KEY RESULT AREAS AND RESPONSIBILITIES:
Benefits Administration
- Administer employee benefits programs and related transactions to ensure timely, accurate, and consistent delivery of employee benefits.
- Process employee benefits enrolment, changes, updates, availments, and related documentation.
- Administer company-provided benefits such as HMO, insurance, leaves, allowances, loans, and other approved employee benefits.
- Coordinate with employees, providers, HR teams, Finance, and business units on benefits-related requirements.
- Validate benefits eligibility, coverage, entitlement, supporting documents, and approval requirements.
- Monitor benefits utilization, renewals, claims, billings, and employee concerns.
- Maintain accurate benefits records and ensure timely updating of employee information.
- Provide employee assistance and guidance on benefits processes, requirements, timelines, and available programs.
Statutory Benefits and Compliance Administration
- Administer statutory benefits and government-related employee services to ensure compliance with applicable requirements and proper employee support.
- Process employee statutory benefits and claims related to SSS, PhilHealth, Pag-IBIG, and other government-mandated programs.
- Prepare, validate, and submit required forms, supporting documents, reports, and employee records.
- Coordinate with government agencies, employees, and internal stakeholders on statutory benefits concerns.
- Monitor employee statutory information, contribution-related concerns, claim status, and compliance requirements.
- Support employees in filing government benefit claims, loans, reimbursements, and related applications.
- Ensure statutory benefits administration is compliant with applicable rules, timelines, documentation standards, and company processes.
Employee Records Management and Documentation
- Maintain accurate, complete, confidential, and organized employee records and HR documents to support employee services, compliance, audit, and management requirements.
- Maintain employee 201 files, digital records, employment documents, personal information, movement records, benefits documents, and other HR records.
- Ensure employee records are updated based on approved employee movements, status changes, benefits updates, and personal information changes.
- Prepare employment documents, certifications, letters, records, and other employee service documents as needed.
- Validate completeness, accuracy, and proper authorization of employee documents and HR records.
- Ensure proper filing, storage, retrieval, retention, and disposal of employee records in accordance with company policy and data privacy standards.
- Provide HR records and employee data support for authorized reports, audits, compliance reviews, and management requirements.
Employee Services and HR Transactions
- Handle employee service requests and HR transactions to ensure responsive, professional, and consistent support throughout the employee lifecycle.
- Respond to employee requests related to benefits, records, certificates, HR documents, employee information, and general HR services.
- Process employee service transactions such as employment certifications, ID-related requests, employee information updates, benefit inquiries, and HR documentation requests.
- Track employee service requests and ensure timely completion within agreed service standards.
- Provide clear, accurate, and professional guidance to employees on HR processes, requirements, and timelines.
- Monitor recurring employee service concerns and recommend process improvements to improve employee experience and service efficiency.
Onboarding, Movement, and Offboarding Support
- Administer employee lifecycle documentation and coordination requirements for onboarding, employee movements, and offboarding activities.
- Prepare and coordinate onboarding documents, employment records, benefits enrollment, and employee information requirements for new hires.
- Support employee movement documentation, including transfers, promotions, reassignments, reporting changes, and employment status updates.
- Coordinate offboarding requirements, clearance monitoring, exit documents, benefits updates, records updates, and related HR service activities.
- Ensure onboarding, movement, and offboarding records are accurate, complete, approved, and properly filed.
- Coordinate with Talent Acquisition, Payroll, Benefits, HR Operations, IT, Finance, Admin, and business units on employee lifecycle requirements.
- Ensure employee lifecycle transactions are processed in accordance with approved policies, timelines, and documentation standards.
Benefits Systems and Controls
- Support benefits and employee services systems, process controls, documentation, and governance requirements to improve accuracy, compliance, efficiency, and service delivery.
- Maintain and update employee benefits data, HRIS records, service trackers, forms, templates, and employee services databases.
- Identify benefits and employee services process gaps, recurring issues, control concerns, and opportunities for simplification or automation.
- Recommend improvements in benefits workflows, employee services processes, approval flows, documentation standards, and reporting tools.
- Support system testing, data validation, process migration, and implementation of benefits or employee services system enhancements.
- Ensure benefits and employee services processes follow proper controls, approval flows, confidentiality protocols, data privacy standards, and documentation requirements.
- Prepare documents, reports, schedules, and supporting files required for audits, compliance reviews, vendor validation, and management reporting.
- Assist in responding to audit findings, benefits validation requests, employee records reviews, and compliance requirements.
- Support the development and updating of benefits policies, employee services procedures, forms, and process documentation.
JOB SPECIFICATIONS
- Graduate of Human Resources, Psychology, Business Administration, or any related course.
- Graduate of Human Resources, Psychology, Business Administration, or any related course.
- At least 2 to 4 years of relevant experience in benefits administration, employee services, HR operations, employee records management, or related HR work.
- Experience in handling HMO, insurance, statutory benefits, employee records, HR documentation, and employee service requests.
- Experience in HR shared services, employee lifecycle administration, or multi-entity HR support is an advantage.
- Knowledge of benefits administration, employee services, HR documentation, employee records management, and HR service delivery processes.
- Familiarity with statutory benefits requirements, government forms, claims processing, and employee benefits documentation.
- Certification or training in benefits administration, compensation and benefits, HR operations, employee services, data privacy, or labor standards is an advantage but not required.
- Proficiency in Microsoft Office applications, especially Microsoft Excel.
- Experience using HRIS, benefits systems, records management tools, service trackers, government online portals, and provider platforms is an advantage.
- Ability to prepare reports, trackers, templates, and documentation using spreadsheets or system-generated data.
- Has strong attention to detail, handles confidential information with discretion, works effectively within service timelines, and demonstrates coordination, documentation, problem-solving, and service orientation.
