Senior Specialist, Records Management
Pune, Maharashtra, India · Full Time
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- Experience
- 2–4 yrs
- Salary
- INR 500,000 – INR 1,000,000 / year
- Openings
- 1
- Posted
- 3 weeks ago
- Work mode
- In office
- Education
- Any graduate
- Eligibility
- Any graduate may apply. The role is best suited to candidates with 2 to 4 years of experience in HR operations, records management, or legal operations.
- Resume
- Required to apply
Where you'll work
Job description
About the company
XPO is a global Fortune 500 logistics and transportation company specializing in less-than-truckload freight services. In 2023, the business reported revenue of $4.7 billion. It is among the largest asset-based LTL carriers in North America and uses proprietary technology to move freight efficiently through its network. Alongside its European operations, the company supports around 52,000 customers through 596 locations and a workforce of 38,000. In India, it operates through a captive setup with offices in Pune and Hyderabad.
Role summary
This position focuses on managing personnel records and handling file-related requests with accuracy, confidentiality, and strong process discipline. The role is based in Pune and calls for 2 to 4 years of relevant experience.
Key responsibilities
- Keep employee records centralized across ERMS and HR platforms so documentation stays complete, correct, and quickly searchable.
- Receive, sort, and process legal and formal requests related to personnel files.
- Assist with internal and external audits by pulling the right documentation and tracking down missing records.
- Perform routine checks on critical documents such as offer letters, policy acknowledgments, and separation paperwork, then correct any mismatches.
- Create and maintain SOPs, playbooks, and templates for record requests and file generation, and suggest ways to improve ERMS setup.
- Apply strict access controls and handle employee file queries while safeguarding sensitive information.
- Work with centers of excellence to collect and deliver records within required timelines.
- Classify and index incoming personnel documents using employee ID, document type, and date.
Experience and qualification requirements
- 2 to 4 years of experience in HR operations, records management, or legal operations, with hands-on exposure to personnel files and subpoenas or records requests.
- Practical knowledge of HR tools such as SuccessFactors and ServiceNow, along with document repositories like SharePoint and OnBase.
- Prior experience working with Legal teams on requests for employee records.
- Strong detail orientation, plus the ability to protect confidential data and manage several statutory deadlines at once.
- Bachelor’s degree in HR, Business, Legal Studies, or another related discipline is preferred.
- Experience supporting audit preparedness and compliance activities is preferred.
- Understanding of data privacy rules and good practices for handling personally identifiable information and protected health information is preferred.
Additional information
The role is located in Pune, India. The position is open to any graduate. The posted compensation range is INR 500000 to INR 1000000 per year. No vacancy count, start date, or duration was specified.
Closing note
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