Senior Specialist, Records Management
XPO · Pune
XPO India Shared Services
Location: Pune
Experience: 2-4 years
Key Responsibilities:
- Maintain centralized personnel records across ERMS and HR systems, ensuring files are complete, accurate, and easy to retrieve.
- Intake, triage and fulfill legal requests for personnel files.
- Support internal and external audits by preparing documentation and researching missing records.
- Run regular quality checks on key documents such as offer letters, policy acknowledgments, separation paperwork, and remediate variances.
- Document SOPs, playbooks and templates for request handling and file production; recommend improvements to ERMS configuration.
- Enforce least-privilege access and respond to employee file inquiries while protecting sensitive data.
- Collaborate with centers of excellence to gather and deliver files in a timely manner.
- Index and classify incoming personnel documents by employee ID, document type and date
Education/ Experience:
At a minimum, you’ll need:
- 2-4 years of experience in HR operations, records management, or legal operations, with direct experience handling personnel files and responding to subpoenas or records requests
- Strong working knowledge of HR systems, including SuccessFactors, ServiceNow) and document platforms such as SharePoint and OnBase
- Experience partnering with Legal on personnel file requests
- High attention to detail and ability to manage confidential information and multiple statutory deadlines
Preferred qualifications:
- Bachelor’s degree in HR, Business, Legal Studies, or a related field
- Experience supporting audit readiness and compliance efforts
- Familiarity with data privacy regulations and best practices for handling PII/PH
Be part of something big