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 protected 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 document

📌 HR Assistant (Chennai)
🏢 Larsen and Toubro
📍 Chennai