Human Resources Generalist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• The Human Resources Generalist is tasked with overseeing the entire employee lifecycle for all office personnel, from sourcing and recruitment to onboarding, credentialing, active employment management, and offboarding.

• Identify qualified candidates for all available office staff roles through job boards, professional networks, referrals, and targeted outreach efforts.

• Advertise and manage job postings across various recruiting platforms while ensuring job descriptions for each office position are up-to-date.

• Conduct initial phone screenings to assess candidate qualifications, cultural compatibility, and availability.

• Organize and coordinate interviews between candidates and hiring managers or the HR Director.

• Handle offer communications, collection of pre-employment documentation, and make hiring decisions in accordance with HR policy.

• Maintain an organized and active candidate pipeline for all open office positions and provide weekly updates to the HR Director.

• Implement the complete onboarding process for all incoming office staff from the acceptance of the offer through the completion of their first week.

• Ensure all pre-employment requirements are fulfilled and verified before the employee's start date, including credentials, I-9 documentation, E-Verify, and signed offer materials.

• Facilitate new hire orientation, ensuring employees are well-informed about company policies, systems, expectations, and culture.

• Collaborate with IT, operations, and department managers to ensure that workstation access, system logins, and equipment are prepared for Day 1.

• Monitor onboarding progress for each new hire and follow up on any outstanding tasks until all are resolved.

• Act as the primary contact for new hire inquiries during the onboarding process.

• Register all incoming office staff in the fingerprint clock-in system on or before their first day of employment.

• Confirm that each employee's fingerprint profile is active, functional, and correctly linked to their HRIS record prior to their first shift.

• Promptly address and resolve fingerprint enrollment issues in collaboration with IT or the system administrator.

• Process clock-in system deactivations for employees who have separated on the same day as their effective termination date.

• Keep accurate records of all active fingerprint clock-in enrollments and report any discrepancies to the HR Director.

• Gather and verify all necessary credentials, certifications, and licenses for each office role before the employee commences work.

• Authenticate the legitimacy and validity of all submitted credentials prior to the employee's start date.

• Maintain a credential tracking system for all office staff, detailing issue dates, expiration dates, and renewal deadlines.

• Proactively send renewal reminders to office staff ahead of any credential expiration dates.

• Immediately escalate any credential gaps, delays, or verification issues to the HR Director.

• Ensure that no office staff member begins employment with incomplete or unverified credentials.

• Complete E-Verify submissions for all new office staff within 3 business days of hire.

• Record all submission dates, case numbers, and final E-Verify statuses in the respective employee's personnel file.

• Manage Tentative Non-Confirmation (TNC) cases according to federal guidelines and promptly escalate to the HR Director upon receipt.

• Maintain 100% E-Verify compliance for all office staff hires, ensuring there are no exceptions or missed submissions.

• Keep an up-to-date probation tracker for all office staff who are under probationary periods.

• Log each employee's probation start date, scheduled end date, and relevant performance review milestones upon hire.

• Provide timely notifications to the HR Director and the employee's direct manager prior to the end of each probation period to ensure performance reviews are conducted on time.

• Record probation outcomes, including successful completions, extensions, or terminations, in both the employee's personnel file and HRIS record.

• Immediately escalate any employee reaching their probation end date without a completed review to the HR Director.

• Ensure no employee transitions out of probationary status without a documented and approved performance evaluation.

• Initiate the complete offboarding process on the same day a separation is confirmed, whether it is voluntary or involuntary.

• Retrieve all company property, including access badges, equipment, and keys, before the employee's last day.

• Deactivate system access, HRIS records, and fingerprint clock-in enrollment on the effective date of termination.

• Process and file all necessary separation documentation, including resignation letters, termination notices, and final pay notifications, in coordination with payroll.

• Conduct or coordinate exit interviews as directed by the HR Director and document the findings for HR records.

• Ensure COBRA or benefits continuation notices are provided within legally mandated timeframes in collaboration with the benefits administrator.

• Update the employee's HRIS status and personnel file to accurately reflect the separation in a timely manner.

• Maintain a termination log that records all separations by date, type, and department for reporting purposes.

• Enter all office staff new hire information into the HRIS on the same business day as the hire confirmation.

• Update employee records in the HRIS at each employment milestone, including onboarding completion, status changes, promotions, and terminations.

• Ensure all HRIS records for office personnel are complete, accurate, and ready for audits at all times.

• Generate HRIS reports on office headcount, onboarding status, probation, open positions, and separations as requested by the HR Director.

• Promptly identify and rectify any data entry errors or record discrepancies.

• Maintain thorough and organized personnel files for all office staff in line with documentation standards and applicable employment laws.

• Ensure all required documents are collected, filed, and up-to-date for each active employee, including offer letters, I-9s, signed policies, credentials, probation records, and performance documents.

• Conduct regular audits of office staff personnel files to identify and address any gaps or missing documentation.

• Protect the confidentiality and security of all employee files and records.

• Manage separated employee files in accordance with relevant records retention requirements.

• Update the new hire orientation PowerPoint presentation to reflect current policies, procedures, organizational structure, and any operational changes.

• Review and refine the orientation materials before each new hire orientation cycle to ensure accuracy and relevance.

• Collaborate with the HR Director and department heads to integrate updated content, compliance requirements, or cultural messaging into the orientation materials.

• Ensure that orientation materials are professional, consistent with branding, and aligned with the employee experience standards set by the HR Director.

• Maintain a comprehensive and up-to-date birthday tracker for all active office personnel.

• Add new hires to the birthday tracker upon completion of onboarding and promptly remove separated employees.

• Provide timely notifications or reminders to the HR Director or leadership team as directed to facilitate employee recognition initiatives.

• Keep the tracker accurate, organized, and accessible for the HR team's utilization.

• Complete additional tasks and special projects as assigned by the HR Director.

• Support HR operations during audits, compliance reviews, open enrollment, or high-volume hiring periods.

• Assist with policy updates, HR communications, and process improvement initiatives as directed.

• Participate in HR team meetings and contribute to the ongoing enhancement of HR systems.

⛳️ Requirements

• High school diploma or GED is required.

• An Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field is preferred.

• PHR or SHRM-CP certification is an advantage.

• A minimum of 2 years of experience in an HR Generalist, HR Coordinator, or HR Administrator role is required.

• Previous experience in a healthcare or regulated industry is strongly preferred.

• Proven experience in managing full-cycle recruiting and the complete employee lifecycle administration for professional staff.

• Experience with processing terminations, conducting offboarding, and managing separation documentation is required.

• Familiarity with HRIS platforms is required; experience with Zoho or similar systems is preferred.

• Demonstrated experience with E-Verify, I-9 administration, and employment eligibility compliance.

• Experience in tracking probationary periods and coordinating performance review timelines is preferred.

• Familiarity with biometric timekeeping or fingerprint clock-in system administration is a plus.

🏝️ Benefits

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.

• Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.

• Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.

• Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.

• Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.

• Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.