Offer summary

Qualifications:

Detail-oriented with strong organizational skills., Proficient in Excel and data management., Excellent communication skills, both written and verbal., Experience in administrative support or related field..

Key responsabilities:

Assist with contractor terminations and compliance tracking.

Oversee onboarding processes and manage scheduling.

Maintain invoicing follow-ups and generate reports.

Coordinate interviews and prepare meeting minutes.

Job description

About Penbrothers:

Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client:

Our Client is a national staffing firm dedicated to bridging the gap between skilled professionals and companies seeking top-tier talent. Specializing in contract, contract-to-hire, and direct-hire placements, the company provides tailored workforce solutions across multiple industries, including energy, technology, financial services, and healthcare.

With a deep understanding of labor markets, our Client’s recruiters focus on building long-term relationships with both clients and candidates. Their expertise in sourcing professionals for key roles—ranging from IT leadership and project management to finance and business analysis—ensures that companies receive highly qualified talent aligned with their strategic needs.

By leveraging industry insights and a personalized approach, our Client delivers staffing solutions that drive business success while helping professionals advance their careers.

About the Role:

We are seeking a detail-oriented and organized Administrative Support Specialist to assist with various administrative and operational functions. This role is essential in ensuring smooth processes related to personnel management, compliance, scheduling, and reporting. The ideal candidate will be proactive, capable of multitasking, and possess excellent communication skills.

What you’ll do

Business & Compliance

Support BH/BHA operations, including contractor terminations and compliance tracking.
Ensure all client Master Service Agreements (MSAs) remain active and up to date.
Monitor Certificates of Insurance (COI) for Contractors to ensure compliance with client requirements.

Employee Integration & Scheduling

Oversee the onboarding process, including new hire setup, distribution of handbooks, and management of Paid Time Off (PTO) calendars.
Set up and maintain core business calendar invites for key meetings and company-wide events.
Track consultant contract end dates and coordinate recruiter/Account Manager offsite logistics.
Organize and manage logistics for the annual holiday party.

Administrative & Reporting

Maintain and track invoicing follow-ups using an Excel-based system.
Contact candidates and client managers to ensure timely timesheet submissions and approvals.
Generate reports and respond to client requests for information.
Schedule and coordinate interviews on hiring managers’ calendars.
Attend supplier calls, provide detailed transcripts, and summarize key takeaways.
Conduct regular data clean-up and maintenance within Bullhorn.
Update and maintain company records with accurate and up-to-date information.
Import and organize call lists from ZoomInfo for outreach and engagement.
Prepare meeting minutes for director and shareholder meetings.