OVERVIEW:
As the HR & Payroll Operations Associate, you will serve as the organizational backbone for our talent lifecycle and financial administration. This is an excellent opportunity for highly organized individualsincluding fresh graduatesto build a career in global HR and finance. You will manage the essential daily administrative tasks, ensuring absolute accuracy in timesheets, assisting with smooth payroll execution, and supporting our recruitment screening processes and internal or external Accounting and Finance record-keeping.
SCOPE OF WORK:
Payroll & Accounting Support (50% of your time)
- Timesheet Management: Validate timesheets and time-off requests prior to final approval. Act as the primary point of contact to answer basic payroll or timesheet inquiries from freelancers.
- Check and approve Leaves and PTO requests via emails and timekeeping app tools (WIW and Zoho Shifts)
- Escalate to management any timesheet discrepancy or inconsistencies
- File and record attachments and supporting documents
- Maintain, Keep and update all Freelancer leaves, VLs, SLs and PTO in the official tracker.
- Payout Preparation: Prepare and organize payroll reports per client and documentation for remote freelancers, ensuring data is accurate and ready for approval and distribution.
- Timekeeping Upkeep: Meticulously maintain and update timekeeping and attendance records within our internal software tools.
- Accounting Support and Tasks: Assist the finance team in updating regular transactions and forms such as, but not limited to,
- Create Cash Vouchers (CV) and route for approval
- Create Invoices
- Create Other Accounting forms and documents
- Check, facilitate and record timesheet dispute tickets
- Send CV to all Freelancers, Suppliers and Partners
- Send 2307 forms to all Freelancers
- Coordinate with CCC for BIR 2307 and other related BIR requirements and compliance.
- Prepare monthly government Employee (Big Ideas internal) contributions, schedules and payables
- Pay monthly government taxes and contributions
- Bank Reconciliation Support: Assist the Head of Finance in matching bank statements with internal financial records to ensure data integrity.
HR Administration & Compliance (30% of your time)
- Routine Communications: Manage standard, generic email communications across the talent lifecycle (including application updates, payroll notifications, and leave balance updates). Act as the first line of support, escalating complex concerns to Management.
- Leave Tracking: Accurately monitor, update, and track freelancer leaves and available time-off balances.
- Statutory & Tax Assistance: Assist in preparing documentation for monthly Philippine statutory benefits (SSS, PhilHealth, Pag-IBIG). Help prepare and distribute routine tax forms (e.g., BIR Form 2307) to freelancers.
- Document Control: Organize, file, and maintain a highly secure and structured digital folder system for all accounting, tax, and HR documents.
- Offboarding Administration: Prepare and route standard exit documents, checking loans and clearance forms for departing freelancers.
- Ad-Hoc Tasks: Execute any other miscellaneous requests or administrative duties assigned by Management that are related to the scope of this role.
Talent Acquisition & Pre-Screening (20% of your time)
- Initial Applicant Filtering: Conduct the first round of screening by filtering candidate profiles within our internal databases, archives, and job boards. Shortlist candidates who strictly meet the baseline job requirements.
- Targeted Candidate Outreach: Following the initial filtering, send outreach messages via email or SMS to the shortlisted passive talents from our internal databases to gauge their interest and availability.
- Internal Referral Campaign Management: Administer the agency's internal referral program. Receive and track incoming referrals from our existing freelancers, ensure referred candidates are properly tagged in the pipeline, and coordinate with the finance team to process referral bonus payouts once a candidate is successfully hired and passes their required milestone.
- Pipeline Tracking: Keep the recruitment cycle moving efficiently. Ensure candidate statuses are updated daily in the system and help track overall hiring progress.
