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 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.

📌 HR Assistant (Chennai)
🏢 Larsen u0026 Toubro
📍 Chennai