HR Administrator – Documentation

2 days ago

Pune, Maharashtra, India SPRING QUANTUM IT SOLUTIONS PRIVATE LIMITED Full time

Job Description: HR Administrator – Documentation & Compliance

Position Overview

The HR Administrator – Documentation & Compliance is responsible for managing, organizing, and maintaining all employee- and company-related documentation. This role ensures that HR records are complete, accurate, securely stored, and aligned with statutory, organizational, and audit requirements. The position supports the HR team by streamlining documentation processes, coordinating with employees for timely submissions, and keeping all records audit-ready.

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Key Responsibilities

  1. Employee Documentation Management

  2. Maintain and update all employee files, offer letters, background verification documents, ID proofs, and HR policies.

  3. Track pending employee documentation and follow up to close gaps.

  4. Compliance & Audit Readiness

  5. Maintain compliance records required for labor laws, PF/ESI registrations, statutory reports, and audit documentation.

  6. Prepare and provide required HR documentation during internal and external audits.

  7. Ensure documents adhere to company retention policies and legal requirements.

  8. HR Database Administration

  9. Update employee information in trackers, and shared repositories.

  10. Ensure accuracy of data related to personal information, employment history, attendance records, and certifications.

  11. Coordination & Support

  12. Work closely with HR, Admin, IT, and Finance teams for document-related dependencies.

  13. Handle employee queries about documentation and HR letters (NOC, salary verification, etc.).

  14. Record Maintenance & Storage

  15. Manage secure digital filing systems, naming conventions, and access control.

  16. Archive old records as per policy and ensure easy retrievability when required.

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Required Skills & Qualifications

  • Bachelor's degree in HR, Business Administration, or related field.
  • 1–3 years of experience in HR documentation, HR operations, or administrative roles.
  • Strong understanding of HR processes, employee lifecycle, and compliance documentation.
  • Excellent organizational skills with attention to detail.
  • Proficiency in MS Office and HRMS tools.
  • Ability to handle confidential information with integrity.

Job Types: Full-time, Permanent

Pay: ₹20, ₹25,000.00 per month

Work Location: In person

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