[Hiring] HR and Admin Associate @Penbrothers

Role Description

As HR and Admin Associate, you will play a key role in supporting our architects by ensuring efficient back-office operations and well-structured administrative processes. This position combines HR administration, documentation management, and process optimization in a dynamic, detail-oriented environment. It is ideal for someone who thrives on organization, values accuracy, and enjoys improving workflows through modern tools and systems.

Work hours: Monday to Friday, 1:00 PM - 9:00 PM PH time. (Subject to change upon prior notice)

Work set-up: Remote

What you’ll do

• HR Administration:
  • Maintain employee data across systems (Personio, Excel, OneNote)
  • Prepare onboarding documents and checklists
  • Manage absences (vacation, sick leave)
  • Monitor time tracking by reviewing hours and sending reminders
• Onboarding & Offboarding:
  • Create, manage, and continuously improve onboarding plans and templates
  • Process and track onboarding checklists
• Process & Documentation Management:
  • Set up and maintain ClickUp structures
  • Document workflows (e.g., in Personio)
  • Create or optimize forms and templates
• Time Tracking & Reporting:
  • Record and transfer management’s working hours across systems (e.g., Outlook to bfiles)
  • Ensure accuracy and consistency

Qualifications

• Completed commercial training or equivalent professional experience in administration, operations, or a related field
• Ability to work in a structured, detail-oriented, and independent manner
• Adaptability and willingness to learn new tools and systems quickly
• Organizational and time management skills, with the ability to manage multiple priorities
• Proficiency in Microsoft Office tools (Excel, Word, Outlook)
• Experience with HR systems (e.g., Personio) or project management tools (e.g., ClickUp) is a plus, but not required
• Team-oriented with a strong sense of accountability and quality
• Very good English communication skills (written and verbal); German language skills at least at A2 level
• Interest in architecture or the construction industry is an advantage
• Interest in process improvement and leveraging modern tools, including AI, to enhance efficiency

Benefits

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.