HR Assistant

HR Assistant

HR Office Assistant – Records & Documentation

1. Job Purpose

To provide administrative and documentation support to the HR function by maintaining accurate employee records, organizing HR documents, ensuring timely filing and retrieval of records, and supporting day-to-day HR administrative activities.

2. Key Responsibilities

A. Employee Records & Documentation

• Maintain and update employee personnel files and HR records in physical and electronic formats.
• Ensure proper filing, indexing, and safe custody of employee documents.
• Scan, upload, and maintain HR documents in the designated HR systems/document repositories.
• Retrieve employee records and documents as and when required by the HR team.
• Ensure records are complete, properly arranged, and updated on a timely basis.
• Maintain records relating to joining, transfers, promotions, separations, leave, benefits, disciplinary matters, etc.

B. HR Administrative Support

• Provide administrative assistance to the HR team in day-to-day activities.
• Support preparation, printing, scanning, photocopying, and distribution of HR-related documents and communications.
• Assist in maintaining registers, trackers, and MIS related to HR activities.
• Support employee documentation requirements during onboarding, transfers and separation.
• Coordinate with employees and relevant departments for submission of pending documents.

C. Data Entry & HR Systems

• Perform accurate data entry and updating of employee information in HR systems and Excel trackers.
• Maintain confidentiality and accuracy of employee-related information.
• Assist in reconciliation of physical records with system records and identify missing/incomplete documentation.
• Support HR team in generating basic reports and maintaining data trackers.

D. Records Management & Compliance

• Follow established HR record-keeping procedures and document retention requirements.
• Ensure proper classification and indexing of documents for easy retrieval.
• Maintain confidentiality of employee records and ensure documents are accessible only to authorized personnel.
• Support internal/external audits by providing required records and documentation.

E. General Office Support

• Maintain proper organization of HR files, folders, registers, and other office records.
• Coordinate movement and circulation of HR documents wherever required.
• Assist in maintaining office supplies and other administrative requirements of the HR department.
• Perform other HR administrative and documentation activities assigned by the reporting manager.

3. Educational Qualification

• Minimum qualification: Higher Secondary / Diploma / Graduate.
• Graduate in any discipline would be preferred.

4. Experience

• 2–5 years of experience in HR administration, records management, documentation, office administration, or a similar role.
• Experience in maintaining employee records in a corporate/project environment will be an advantage.

5. Required Skills & Competencies

• Good knowledge of MS Office, particularly MS Excel and MS Word.
• Good documentation and filing skills.
• Basic understanding of HR processes and employee records.
• Good typing and data-entry skills with attention to accuracy.
• Ability to maintain confidentiality of sensitive employee information.
• Good organizational and time-management skills.
• Ability to coordinate with employees and internal stakeholders.
• Willingness to handle repetitive documentation and record-keeping activities with accuracy.

6. Key Performance Indicators (KPIs)

• Accuracy and completeness of employee records.
• Timely updating and filing of HR documents.
• Availability and quick retrieval of required records.
• Timely closure of pending documentation.
• Accuracy of HR data entry and trackers.
• Compliance with HR record-keeping and document-retention procedures.
• Responsiveness to HR team and employee documentation requirements.

7. Reporting

Reports to: HR Manager / HR Business Partner / HR Officer, as applicable.