Senior Specialist, Records Management

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

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