HR Assistant

The HR Assistant – Document Controller is responsible for maintaining accurate, complete, organized, and confidential employee and HR records. The position supports 201 file management, HRIS administration, document processing, employee records requests, and HR documentation, while ensuring compliance with established document control standards.'

Essential Duties and Responsibilities

HR Documentation & Records Management

• Collect, verify, process, and maintain employee and HR documents.
• Monitor and follow up on incomplete or missing requirements.
• Provide administrative support for HR-related documentation and records.
• Maintain organized physical and digital HR records, including proper filing, indexing, retrieval, and retention.

201 File Administration

• Maintain and update employee 201 files to ensure completeness and accuracy.
• Conduct periodic 201 file audits and coordinate resolution of missing or incorrect records.
• Manage the archiving of inactive employee records.

HRIS & Data Management

• Create and update employee profiles and records in the HRIS.
• Process approved employee status changes, transfers, and separations.
• Conduct regular data audits to ensure accuracy and completeness of employee information.

Document Control & Compliance

• Ensure HR documents comply with established filing, access, naming, indexing, and retention standards.
• Maintain records for audit and reference purposes and escalate discrepancies or compliance concerns when necessary.

Process Improvement & Reporting

• Identify gaps and recurring issues in HR documentation and HRIS processes.
• Assist in improving HR records management procedures and updating relevant SOPs.
• Prepare routine reports on employee records, 201 files, HRIS data, and document processing.

Qualifications

• Bachelor's degree in Human Resources Management, Psychology, Business Administration, Office Administration, or a related field.
• Preferably with experience in HR administration, document control, records management, or data entry; fresh graduates are welcome to apply.
• Proficient in Microsoft Office and Google Workspace.
• Preferably familiar with HRIS and digital records management systems.
• Strong attention to detail, organization, and time management.
• Good communication and coordination skills.
• Ability to maintain confidentiality and accuracy when handling employee records.
• Process-oriented, dependable, and able to work independently.