Document Controller

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.