About HOYA
Founded in 1941 in Tokyo, Japan, Hoya is a global med-tech company, and a leading supplier of innovative high-tech and medical products. Hoya is active in the fields of healthcare and information technology providing eyeglasses, medical endoscopes, intraocular lenses, optical lenses as well as key components for semiconductor devices, LCD panels and HDDs. With about 160 offices and subsidiaries worldwide, Hoya currently employs a multinational workforce of about 38,000 people.
Position Description
The HR Specialist is responsible for managing end to end HR administration which includes recruitment, onboarding, payroll administration, employee benefits, regulatory compliance, HR policy management, and off boarding. The role ensures timely and accurate delivery of HR services while maintaining compliance with labor laws, government regulations, and company policies. The HR Specialist will work under the supervision of the Group Digital HR Partner to execute the following tasks to the required standards of accuracy, completeness and timeliness.
Key Accountabilities
1. Recruitment & Hiring
- Conduct background checks through third party providers.
- Issue Job Offer Letters based on approved job requisitions.
- Send pre employment requirements checklist to candidates.
- Review and validate submitted pre employment documents and provide feedback to applicants.
2. New Employee Onboarding
- Send standard HR onboarding logistics notifications to IT, Admin, and Hiring Managers.
- Prepare and discuss employment contracts with new employees.
- Facilitate completion of HRIS, HMO, life insurance, and government enrollment forms.
- Maintain & update employee information in the HR database (PeopleSystem) HRIS and 201 files.
- Assign employee numbers and process enrollment to HMO, life insurance, and government agencies.
- Conduct standard HR orientations for new hires.
3. Regular Payroll Processing
- Handle timekeeping processing and review for payroll accuracy.
- Coordinate with outsourced payroll vendor for payroll processing.
- Ensure Business Continuity Plan (BCP) is in place for payroll delays or bank issues.
- Communicate all payroll related concerns to employees such as payout dates, delays, or security reminders.
- Respond to payroll inquiries.
- Submit standard Payroll Summary Reports & Coordinate to payroll vendor on inquires
- Release annual payroll calendar to all employees every January.
4. Leave Administration
- Update leave credits for regularized employees or newly regularized probationary/contract staff.
- Maintain and update leave monitoring sheets.
- Track employee leave balances accurately.
- Provides Leave Summary report as needed
5. Special Payroll Processing
- Process 13th month pay calculations.
- Process conversion of VL/SL to cash when applicable.
- Coordinate tax annualization, including requesting BIR Form 2316 for new employees.
- Issue payroll instructions to vendor for performance bonus payouts.
6. Company Benefits Administration
- HMO & Life Insurance
- Manage negotiations for annual contract renewal with HMO and life insurance providers.
- Ensure timely enrollment and deletion of employees and dependents.
- Coordinate annual physical exams & ensures compliance & administration of Health clearance & certificates with local government.
- Address employee concerns on HMO, life insurance, reimbursement, and benefit availment.
- Communicate benefit updates to employees.
- Other Benefits
- Perform other benefits related tasks as assigned (ex. Wellness Reimbursements & Birthday Benefits)
7. Government Compliance & Statutory Benefits
- Prepare employee alphalists and withholding tax documentation.
- Issue BIR Form 2316 / Certificate of Compensation.
- Coordination with SSS, PhilHealth, and Pag-IBIG contributions and loan remittances.
- Process government benefits:
- SSS Loan
- SSS Maternity Benefit
- Pag-IBIG Loan & benefits processing
- PhilHealth Sickness Benefit
- Ensure compliance with DOLE and LGU requirements.
- Coordinate with government agencies regarding all employment related concerns.
- Communicate government compliance requirements to employees.
8. Policy Management
- Review and update GD-specific HR policies in alignment with regulatory requirements as well as HLPH policies and HOYA corporate guidelines.
- Ensure administrative governance and consistent implementation of all HR policies.
9. Employee Relations & Disciplinary Matters
- Support handling of employee disciplinary cases following company policy and due process.
- Maintain proper documentation of incidents and resolutions.
10. Employee Separation / Off boarding
- Prepare or receive resignation acceptance letters or termination letters (authorized or just cause).
- Coordinate reporting and filing requirements with DOLE for authorized causes.
- Administer offboarding process including clearance.
- Coordinate with payroll vendor for accurate final pay computations.
- Prepare and facilitate signing of employee quit claim.
Qualifications
- Bachelor's degree in Human Resource Management, Psychology, Business Administration, or a related field.
- At least 5-8 years of experience in HR, specifically in timekeeping, payroll, and benefits administration.
- Strong knowledge of Philippine labor laws and government statutory regulations.
- Experience in HRIS (People System, payroll systems, and benefits management)
- Excellent attention to detail, confidentiality, and data accuracy.
- Strong communication, problemsolving, and organizational skills.
- Ability to manage multiple HR tasks and priorities
