Employee Relations Specialist

Reporting Structure

The role will be reporting directly to the HR - People Operation Manager, in the absence of, directly to the Chief Human Resource Officer, and will work indirectly with People and Culture, Service Delivery, Talent, Finance, Growth, Marketing, Sales, and other Teams within the organization. 

Job Overview

The Employee Relations Specialist is responsible for handling, managing and overseeing the employee relations and labor relations functions of the organization. They will play a crucial role in handling conflict resolution, discipline management, performance management, attrition management, policy development, interpretation, implementation and compliance, labor compliance and corporate DOLE report submissions, fraud investigation, other compliance audits, DMS process orientation, and collaborate and partner with other department and leaders in company activities and initiatives to ensure compliance with internal policies and procedures and with labor regulations.

Employee and Labor Relations Management (grievance management, conflict resolution, discipline management)

• Handles employee relations issues such as conflict, dispute and grievance management and resolution.
• Serves as a mediator and facilitator to resolve conflicts and disputes between employees and managers.
• Develops and implements strategies to improve employee relations and foster a positive work environment.
• Conducts investigations into employee complaints and grievances, ensuring fair and unbiased outcomes.
• Facilitates grievance committee hearings for VAs and internal rank and file employees.
• Ensures a fair and unbiased process and provides guidance on the resolution of grievances.
• Handles discipline management of erring employees following company policies and procedures and the due process.
• Attend DOLE hearings, SENA conferences, mediation and mandatory conferences, as needed
• Assists in the implementation of compliance programs and initiatives for VAs and internal rank and file employees.
• Provides support and guidance to team leaders, supervisors, and managers on HR policy interpretation and compliance.
• Maintains an accurate tracking of incident reports and disciplinary cases and creates reports and analysis

Policy Development, Interpretation, Implementation and Compliance

• Assists in developing, creating and updating the HR policies and procedures of the Company in line with business needs and strategy, and labor regulations
• Conducts trainings, roadshows, and sessions to employees about the policies and procedures
• Ensures compliance with applicable employment laws, regulations, and company policies.
• Supports managers and employees in understanding and adhering to Company policies and procedures and labor regulations
• Provides guidance and training on policy-related matters to promote compliance and consistency.
• Creates, manages and maintains a secure tracker and repository of Company policies and procedures

Fraud Investigation, Compliance Implementation, and Audits

• Be familiar with the policies and processes of the Company, the different departments and the organizational structure.
• Assists in implementing compliance programs and initiatives. 
• Monitors compliance with company policies, procedures, and applicable regulations.

• Conducts regular audits to identify areas of non-compliance and recommends corrective actions (e.g., timekeeping, compliance with the provisions of the employment contract, compliance with company directives and instructions).
• Maintains a secured and comprehensive tracker and folder for the data, records, and documents of fraud investigations and audits.
• Conducts analysis of fraud and audit data and records, prepares detailed reports, and presents fraud and audit findings and recommendations to HR leadership.
• Reports right away to HR leadership potential risks related to fraud and non-compliance of employees.
• Assists in reviewing and in creating policies and processes for fraud investigation, audits, and compliance.

Performance Management

• Co-creates and implements effective performance management strategies, policies, and procedures.
• Coordinates and administers the performance appraisal process, including goal setting, mid-year and annual performance reviews, and feedback sessions.
• Ensures compliance with performance management guidelines and legal requirements.
• Provides guidance and support to managers and employees on performance-related matters.
• Analyzes performance data and trends to identify areas for improvement and development opportunities.
• Collaborates with the HR team to align performance objectives with organizational goals.
• Recommends and implements enhancements to the performance management system and tools.

Attrition Management

• Reviews and validates employee resignations ensuring that Company policies are followed and complied with
• Ensures timely and accurate tracking of resigned and or separated employees
• Guides employees and leaders on the process of resignation and attrition
• Creates attrition reports and does analysis on attrition trends of the Company
• Checks for early warning signs of attrition in collaboration with the leaders

Employee Legal Communication

• Communicates with VAs and internal rank and file employees on legal matters related to employment.
• Assists in drafting legal documents and communications related to employee relations issues.
• Collaborates with HR leaders, top management and/or legal counsel as necessary to ensure compliance with labor laws and regulations.

Corporate DOLE Report Submissions

• Prepares and submits reports to the Department of Labor and Employment (DOLE) related to employee offboarding and redeployment.
• Ensures accuracy and timeliness in reporting and compliance with DOLE requirements

DMS Process Orientation

• Provides orientation and training to employees on the document management system (DMS) processes.
• Ensures employees understand and adhere to DMS procedures for efficient record keeping.

Monthly and Annual Reporting

• Prepares and submits monthly and annual reports related to employee relations and compliance activities.
• Compiles and analyzes data to identify trends and areas for improvement and gives suggestions and recommendations for improvement.

Assist the HR - People Operation Manager and Chief Human Resources Officer with other administrative tasks and tasks related to employee and labor relations.

Requirements

• Amenable to working hybrid (3 days a week)
• Bachelor’s degree in Psychology, Business, IO, Management or other related course.
• At least 2 years experience handling employee and labor relations, employee grievance, conflict management and resolution which includes mediating between employees, handling difficult conversations with employees, conducting thorough investigations and audits, conducting administrative hearing, creation and issuance of memos and letters such as Notice to Explain, Return-To-Work Orders, and Notice of Decision
• Has organized, handled and conducted orientations and roadshows with employees 
• Has experience creating reports, analyzing data and in presenting them
• Familiar with excel and spreadsheets and basic excel formulas
• Familiar and has handled HRIS tools
• Familiar and has experienced in efficiently handling 201 documents management and safekeeping both in a physical and virtual set-up
• Familiar and has handled policy creation, interpretation and implementation including DOLE regulations
• Preferably has experienced handling employees in a remote work set-up

Benefits

• HMO
• Group Life Insurance Benefit
• Virtual Credit Card
• Paid Leaves
• Government Benefits
• Other exciting benefits to be discussed

Supplemental pay types:

• 13th month salary
• Overtime pay
• Night Differential