Corporate Admin & Payroll Manager

Role Summary
Company: REMBOX Philippines
Role: Corporate Admin, HR & Payroll Manager
Reports to: CEO
Location: Manila, Philippines
Employment type: Full-time
Work setup: Hybrid (remote and onsite as required)
Target start: October 2025 (entity launch)
Contract type: B2B Contract

This is a critical founding role responsible for establishing the REMBOX Philippines legal entity from the ground up. You will manage all government registrations, compliance filings, and corporate administrative requirements, reporting directly to the CEO.

About REMBOX
REMBOX is an international architectural and engineering company serving as a strategic partner for leading design organizations in Israel and the United States. With over 500 professionals across four offices in Belarus, REMBOX is launching its Philippines entity in October 2025 as part of its global expansion strategy. The Philippines entity will serve as the base for REMBOX's growing team of architects, engineers, BIM specialists, and GIS professionals in Manila.
Follow us: ---------- /rembox_ltd

About the Role
We are seeking an experienced Corporate Admin, HR & Payroll Manager to lead the establishment of REMBOX Philippines. This role involves managing ongoing corporate administrative and compliance requirements, full-cycle HR administration and record keeping, and processing monthly payroll from scratch. You will own entity registration, corporate administration, HR documentation, record management, and payroll – excluding performance management, recruitment, and employee engagement. You will work closely with the CEO to ensure a successful October 2025 launch.

Key Responsibilities
Entity Registration & Government Compliance
Lead the full company registration process with the Securities and Exchange Commission (SEC) via eSPARC, including Articles of Incorporation, By-laws, and all required documentation.
Handle Bureau of Internal Revenue (BIR) registration, including BIR Form 1903, books of account, and authority to print official receipts and invoices.
Secure all local government unit (LGU) permits and clearances, such as barangay clearance, mayor's permit, fire safety clearance, and zoning clearance.
Register the company with statutory agencies (SSS, PhilHealth, and Pag-IBIG) as an employer.
Open and manage the corporate bank account in coordination with the CEO.
Coordinate with legal counsel, notaries, and government liaison officers as needed.
Monitor and track all registration timelines and deadlines to ensure the October 2025 entity launch target is met.

Corporate Administration
Maintain complete and organized corporate records, including minutes, resolutions, certificates, permits, and filings.
Manage annual compliance requirements, such as SEC annual reports (GIS), BIR annual filings, and LGU permit renewals.
Prepare and file required government reports and disclosures on time.
Coordinate with external accountants, auditors, and legal counsel for ongoing compliance.
Draft and manage corporate documents, including board resolutions, secretary's certificates, and authorization letters.
Build and maintain a compliance calendar to track all filing deadlines across agencies.

HR Administration & Record Keeping
Maintain complete, accurate, and organized employee records (201 files, contracts, government IDs, SSS/PhilHealth/Pag-IBIG numbers, TINs, and employment history).
Manage employee onboarding administration, including government number registration, requirements collection, and contract preparation under legal counsel direction.
Draft and maintain employment contracts, B2B contractor agreements, and offer letters in compliance with Philippine labor law and under legal counsel guidance.
Maintain a leave management system to track leave credits, absences, tardiness, and time off.
Manage employee timekeeping and attendance tracking for accurate payroll processing.
Process and record government-mandated benefits claims (SSS sickness/maternity/disability, PhilHealth reimbursements, Pag-IBIG loan applications).
Handle employee offboarding administration, including clearance processing, final pay computation, BIR Form 2316 preparation, and government number deregistration.
Maintain a central, organized, and version-controlled HR document repository.
Ensure compliance with DOLE reporting requirements and labor law standards.
Keep an updated organizational chart and employee directory.

Payroll Management
Set up and manage the full payroll process for REMBOX Philippines from scratch, including computation, payslip generation, and salary disbursement.
Process monthly payroll accurately and on time, including basic pay, allowances, overtime, holiday pay, and deductions.
Manage statutory contributions and remittances (SSS, PhilHealth, Pag-IBIG) for all employees accurately and on time.
Handle BIR tax compliance related to payroll, including withholding tax on compensation (BIR Form 1601-C) and year-end BIR
Form 2316 preparation and filing.
Maintain accurate payroll records, payslip history, and employee compensation schedules.
Coordinate with external accountants or payroll service providers as needed.

Executive Support (CEO)
Serve as the primary point of contact for all corporate admin and compliance matters, reporting directly to the CEO.
Provide regular status updates on registration progress, compliance deadlines, and corporate admin tasks.
Coordinate meetings, government appointments, and notarial services as required.
Handle confidential corporate documents with discretion and professionalism.

Registration Process Overview
The candidate must be fully capable of managing the following registration sequence end-to-end:
| 1 | SEC | Company name reservation, Articles of Incorporation, By-laws, Treasurer's Affidavit, eSPARC online filing, Certificate of Incorporation |
| 2 | Corporate Bank | Open corporate bank account, deposit paid-up capital, obtain bank certificate |
| 3 | BIR | BIR Form 1903, books of account registration, authority to print receipts and invoices, TIN issuance |
| 4 | LGU | Barangay clearance, mayor's permit, fire safety clearance, zoning clearance |
| 5 | SSS / PhilHealth / Pag-IBIG | Employer registration with all three statutory agencies prior to first hire |
| 6 | Ongoing compliance | SEC GIS annual report, BIR annual filings, LGU permit renewals, corporate records maintenance

Must-have
Proven experience managing Philippine company registration (SEC, BIR, LGU, SSS, PhilHealth, and Pag-IBIG).
Hands-on payroll management experience, including payroll computation, payslip generation, statutory remittances, and BIR withholding tax compliance.
Strong knowledge of the Philippine Labor Code, DOLE regulations, and HR compliance requirements.
Experience managing employee records (201 files), leave tracking, timekeeping, and HR documentation.
Experience handling government-mandated benefit claims (SSS, PhilHealth, and Pag-IBIG).
Experience processing employee offboarding, including clearance, final pay, and BIR Form 2316.
Strong knowledge of Philippine corporate law, SEC regulations, and BIR compliance requirements.
Experience with the SEC eSPARC online registration system.
Experience filing BIR payroll-related returns (BIR Form 1601-C and BIR Form 2316).
Ability to work directly with and report to C-level executives.
Highly organized, detail-oriented, and capable of managing multiple processes simultaneously.
Excellent written and verbal communication skills in English.
Ability to work independently and take full ownership across all areas of the role.
Trustworthy and discreet with sensitive corporate and employee information.

Nice-to-have
Experience registering a foreign-owned or internationally funded company in the Philippines.
Background in corporate law, accounting, or business administration.
Experience with payroll software (e.g., Sprout HR, GreatDay, PayrollHero, or similar Philippine payroll systems).
Experience managing HR and payroll for a newly established company from scratch.
Familiarity with foreign investment regulations and the Foreign Investment Negative List (FINL).
Experience with BOI or PEZA registration for international companies.
Network with SEC, BIR, and LGU government liaisons.

What REMBOX Offers
Direct reporting line and daily collaboration with the CEO.
The opportunity to build something from scratch – be the founding admin of REMBOX Philippines.
A high-visibility, high-impact role within a growing international company.
Official employment through a B2B contract arrangement.
Long-term career opportunity as REMBOX Philippines grows.
Exposure to an international company culture across Israel, Europe, and North America.

Timeline & Urgency
REMBOX Philippines is targeting an October 2025 entity launch. This role needs to be filled urgently to allow sufficient time to complete the full registration process before that date.
Target entity launch: October 2025
Estimated registration timeline: 4-6 weeks for full registration (SEC ? BIR ? LGU ? statutory agencies)
Ideal start date: August/September 2025
Priority: High – this role is critical to the October launch.

Recruitment Process
| 1 | Initial Interview | Background, experience, and knowledge assessment with Ged |
| 2 | CEO Interview | Direct interview with Nadim (CEO) – role expectations, company vision, and fit assessment |
| 3 | Offer | Compensation discussion and offer upon successful completion of both interviews |

? This is a direct-to-CEO hire. Speed is critical – we need this person in place as soon as possible to meet the October 2025 entity launch target.

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