Job Title: US Documentation & Recruitment Executive

Work Mode: 100% Remote

Employment Type: Full-Time

Working Days: Monday to Saturday

Experience: 5+ Years

Job Summary

We are looking for a detail-oriented US Documentation & Recruitment Executive to manage recruitment coordination, employment documentation, contract preparation, employee onboarding and offboarding paperwork, and HR tracker maintenance. The ideal candidate should have strong organizational skills, attention to detail, and the ability to maintain accurate employee records while supporting day-to-day HR operations for a US-based organization.

Key Responsibilities

- US Documentation & Contract Management

Prepare, draft, review, and maintain employment contracts, offer letters, appointment letters, and other HR-related documents using approved templates.

Prepare employment agreements, service agreements, confidentiality agreements, and other required documentation as per company policies.

Ensure all contracts and agreements are accurately prepared, shared with the concerned parties, and signed within the required timelines.

Maintain proper records of signed contracts, agreements, amendments, and renewals.

Coordinate with management and relevant stakeholders for document approvals and corrections.

Ensure documentation is handled confidentially and stored securely in the designated folders.

- Recruitment & Hiring Coordination

Assist with end-to-end recruitment activities for US-based positions.

Post job openings on relevant recruitment platforms and maintain updated job descriptions.

Screen resumes and coordinate with candidates regarding their availability, qualifications, and interview schedules.

Schedule interviews with hiring managers and candidates across US time zones.

Maintain candidate records and ensure timely follow-ups throughout the hiring process.

Coordinate offer letters, selection updates, and pre-employment documentation.

Update the recruitment tracker with candidate status, interview details, feedback, and hiring progress.

- Employee Onboarding Documentation





Prepare and coordinate onboarding documents for new hires, including offer letters, employment agreements, appointment letters, and required declarations.

Collect and verify completed onboarding paperwork according to company procedures.

Ensure all required documents are signed and submitted before or during onboarding, as applicable.

Coordinate with relevant teams to facilitate employee onboarding and maintain accurate personnel files.

Update the recent-joiner tracker with joining dates, documentation status, and onboarding progress.

- Employee Offboarding & Exit Documentation

Prepare and coordinate offboarding documents, including resignation acknowledgments, exit declarations, handover documents, and experience or relieving letters, as applicable.

Schedule exit interviews and coordinate with departing employees to complete the required exit formalities.

Follow up on pending signatures, declarations, handovers, and other exit-related paperwork.

Coordinate with relevant departments for access revocation and employee separation formalities.

Maintain accurate records of employee exits and supporting documentation.

Update the exit tracker with last working days, exit interview status, document completion, and pending actions.

Coordinate with the concerned team regarding Full and Final (F&F;) settlement documentation, where required.

- HR Tracker & Record Management

Update recruitment, onboarding, offboarding, and documentation trackers on a daily basis.

Maintain accurate records of candidate details, employee information, contract status, joining and exit dates, and pending documentation.

Monitor outstanding tasks and follow up with candidates, employees,



and internal stakeholders to ensure timely completion.

Keep trackers organized, current, and accessible to authorized team members.

Prepare regular status reports on recruitment progress, documentation completion, and pending HR activities.

Maintain proper document naming conventions, folder structures, and version control.

- Coordination & Compliance

Coordinate with HR, hiring managers, and other relevant stakeholders to ensure smooth recruitment and documentation processes.

Handle confidential employee and candidate information responsibly.

Follow company policies, approved templates, document-retention procedures, and applicable US employment documentation requirements.

Escalate discrepancies, missing documents, and pending approvals to the appropriate authority.

Perform other HR documentation and recruitment-related tasks as assigned by management.

Required Skills & Qualifications

Bachelor's degree in Human Resources, Business Administration, Commerce, or a related field preferred.

Prior experience in US recruitment, HR documentation, or HR operations is preferred.

Strong written and verbal communication skills in English.

Good knowledge of MS Office, Excel, Word, Outlook, and Google Workspace.

Experience maintaining HR trackers, recruitment databases, and employee records.

Strong attention to detail, organizational skills, and time management.

Ability to manage multiple tasks, meet deadlines, and maintain confidentiality.

Familiarity with US employment contracts, onboarding and offboarding documentation, and US time zones is an advantage.

Key Performance Expectations

Daily and accurate updates to all assigned trackers.

Timely preparation and completion of contracts, agreements, and HR documents.

Efficient interview scheduling and recruitment coordination.

Complete and organized onboarding and offboarding records.

Timely follow-ups on pending documentation and approvals.

High standards of accuracy, confidentiality, and record maintenance.

📌 US Documentation & Recruitment Executive (India)
🏢 Gehi u0026 Associates
📍 India