HR EMPLOYEE RELATIONS SPECIALIST

Department: Human Resources

Employment Type: Full-Time

Reports To: HR Head

Job Summary

The HR Employee Relations Specialist is responsible for maintaining positive and professional relationships between the company and its employees. The role handles employee concerns, workplace issues, disciplinary cases, attendance concerns, investigations, and implementation of company policies while ensuring that HR actions are consistent, fair, properly documented, and aligned with applicable labor laws.

Key Responsibilities

1. Employee Relations & Employee Concerns

• Receive, assess, and address employee concerns, complaints, and workplace issues.
• Provide appropriate guidance and support to employees regarding company policies and procedures.
• Conduct employee counseling and meetings when necessary.
• Maintain confidentiality of employee information and sensitive cases.
• Coordinate with Team Leaders, Supervisors, Managers, and other departments to resolve employee concerns.

2. Disciplinary Action & Case Management

• Monitor and manage employee disciplinary cases from initial report through resolution.
• Review incident reports and supporting documents.
• Prepare and issue Notice to Explain (NTE) for alleged violations.
• Review employee written explanations and gather relevant information.
• Conduct or coordinate administrative meetings/investigations when necessary.
• Prepare Notice of Decision (NOD) based on the facts, employee explanation, company policies, and management decision.
• Monitor disciplinary records and ensure proper documentation of each case.
• Maintain records of written warnings, reprimands, suspensions, and other disciplinary actions.

3. Attendance & Performance-Related Cases

• Monitor attendance-related violations such as habitual tardiness, unauthorized absences, AWOL, and other attendance concerns.
• Coordinate with Operations regarding attendance and performance cases.
• Assist in handling performance-related disciplinary matters.
• Ensure that employees are properly informed of concerns and given an opportunity to explain their side.

4. Investigation & Documentation

• Conduct fact-finding and gather statements, records, attendance data, reports, and other relevant evidence.
• Prepare case summaries and recommendations for management review.
• Ensure that all employee relations cases are properly documented and organized.
• Maintain an updated employee relations tracker for all active and closed cases.

5. HR Policies & Compliance

• Implement and communicate company rules, policies, and procedures.
• Assist in reviewing and updating employee handbook provisions and HR policies.
• Ensure that HR disciplinary processes follow company policy and applicable Philippine labor standards.
• Coordinate with management or Legal when cases require legal review or further action.

6. Employee Counseling

• Conduct counseling sessions for attendance, performance, conduct, workplace behavior, and other employee concerns.
• Provide employees with clear guidance regarding expectations and corrective actions.
• Document counseling sessions and agreed action plans when applicable.

7. HR Reports & Records

• Prepare regular Employee Relations reports for management.
• Maintain accurate records of:
• NTEs
• NODs
• Written warnings/reprimands
• Attendance violations
• AWOL cases
• Employee complaints
• Counseling sessions
• Termination-related documentation
• Monitor case status and follow up on pending actions.

8. Coordination with Management

• Provide HR recommendations based on documented facts and company policies.
• Coordinate with supervisors and department heads regarding employee cases.
• Escalate serious or sensitive cases to the HR Manager, HR Head, or Legal Department.
• Assist management in implementing appropriate corrective and disciplinary actions.

Qualifications

• Bachelor’s degree in Human Resources, Psychology, Business Administration, or a related field.
• At least 2–3 years of experience in HR, preferably with Employee Relations experience.
• Knowledge of Philippine labor laws and HR practices.
• Strong written and verbal communication skills.
• Good investigation, documentation, and analytical skills.
• Able to handle confidential and sensitive employee information.
• Strong interpersonal and conflict-resolution skills.
• Proficient in Microsoft Office and Google Workspace.
• Organized, detail-oriented, and able to handle multiple employee cases simultaneously.

Key Competencies

• Employee Relations Management
• Conflict Resolution
• Investigation & Fact-Finding
• Disciplinary Case Management
• HR Documentation
• Labor Law Compliance
• Counseling
• Communication Skills
• Problem Solving
• Confidentiality and Professionalism
• Case Tracking and Reporting

Performance Indicators

• Timely processing of employee cases and HR documents
• Accurate and complete case documentation
• Proper handling and resolution of employee concerns
• Compliance with company policies and HR procedures
• Timely issuance and monitoring of NTE/NOD documents
• Effective coordination with Operations and Management
• Proper maintenance of employee records and ER trackers