Document Controller

Job description

HR Office Assistant – Records & Documentation • 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. • Key Responsibilities • 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. • 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. • 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. • 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. • 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. • Educational Qualification • Minimum qualification: Higher Secondary / Diploma / Graduate. • Graduate in any discipline would be preferred. • 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. • 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. • 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. • Reporting Reports to: HR Manager / HR Business Partner / HR Officer, as applicable.