HR Employee Lifecycle & Documentation Specialist

Key Responsibilities

1. Employee Onboarding Administration

• Prepare employment contracts, probation agreements, and onboarding documents.
• Coordinate new hire documentation and ensure completion before start date.
• Create and maintain employee personnel files in both physical and electronic formats.
• Verify employee information and supporting documents for completeness and accuracy.
• Coordinate onboarding approvals and documentation workflow with relevant stakeholders.
• Ensure all new hire records are properly entered and maintained in HR systems.

1. Employee Lifecycle Changes

• Manage all employee documentation relating to employment changes, including:
• Promotion letters
• Salary adjustment documents
• Employment status changes
• Contract renewals and amendments
• Working time or workplace changes
• Responsibilities include:
• Preparing required documentation.
• Ensuring effective dates are correctly recorded.
• Maintaining accurate employee records.
• Coordinating with managers, HR Business Partners, Payroll, and employees.

1. Offboarding Administration

• Process resignation and termination documentation.
• Prepare separation letters
• Ensure all employee records are updated accurately.
• Track completion of offboarding physical activities.
• Coordinate with Payroll, IT, Facilities, and managers regarding employee departures.
• Ensure all documentation complies with labor regulations and company requirements.

1. Personnel File & Document Management

• Maintain accurate, complete, and audit-ready employee files.
• Organize and archive employee documents according to company policies.
• Monitor document retention requirements.
• Conduct periodic audits of personnel files to ensure data quality.
• Identify and resolve documentation discrepancies.

1. Data Accuracy & Compliance

• Ensure employee information is accurate across HR systems and personnel records.
• Support compliance with labor regulations and internal policies.
• Perform regular data validation and reconciliation checks.
• Maintain confidentiality of employee information.
• Support internal and external audits.

1. Process Governance & Continuous Improvement

• Follow established HR operational procedures and service level agreements.
• Recommend improvements to streamline documentation processes.
• Contribute to improving data quality and operational efficiency.

Competency

• Exceptional Attention to Detail
• Strong Organization Skills
• Process-Oriented Mindset
• Confidentiality

Preferred Background

• 2-3 years of experience in HR Administration, HR Operations, Personnel Administration, HR Shared Services, or Employee Lifecycle Management.
• Experience managing labor contracts and employee records.
• Experience working in manufacturing companies, factories, industrial parks, or high-volume workforce environments is highly preferred.