Job Role Description
The HR Assistant - HRIS and Records Management is responsible for maintaining and optimizing HR information systems, ensuring data accuracy, compliance, and efficient records management. The role supports digital transformation initiatives, conducts HR systems audits, and ensures proper documentation and control of employee records.
Critical Work Functions and Key Tasks
1. Records Data Management
- Responsible for detailed information gathering input, record keeping, monitoring and reporting duties.
- Responsible for the accuracy of personnel data at the time of entry and on an ongoing basis for assigned departments.
- Maintains and files employee documents into an electronic document system.
- Assist with research and responses for open records request.
- Ensuring that all paper and electronic records within the assigned area are maintained, managed and stored properly.
- Segregating records and non-records and personal papers in each medium.
- Maintains accurate and up to date employee records and information within the HR.
- Prepares files for archiving and handle the digitization of physical records in a facility.
- Manage and maintain employee records (digital and physical)
- Ensure proper filing, storage, and retrieval of documents in DMS
- Lead implementation of paperless and digital documentation systems
- Ensure compliance with records retention policies and standards
2. HRIS Administration & Support
- Possess good IT literacy
- Homebase Persis and centralize persis
- MS excel understanding at an advance level
- Maintain and update HRIS platforms (e.g., Homebase Persis, Centralize Project Persis)
- Ensure accuracy, completeness, and integrity of HR data
- Provide system support to HR users and troubleshoot issues
- Assist in system enhancements and digitalization initiatives
3. HR Systems Audit
- Conduct regular HRIS audits including: Data accuracy validation Access control review Compliance checks
- Perform process mapping and gap analysis to improve system efficiency
- Recommend corrective actions and process improvements
4. Data Analysis & Reporting
- Analyze HR data and generate reports using advanced Excel tools
- Develop dashboards and reports for HR metrics and audit findings
- Support management decision-making through data insights
5. Risk & Compliance Management
- Identify data risks and control gaps within HR systems
- Ensure adherence to company policies, audit standards, and regulatory requirements
- Maintain confidentiality and integrity of HR data
Job Qualifications
- Graduate of Bachelor's degree in Human Resources Management or a related field.
- With 1-3 years experience as a HR Assistant or in a similar role, preferably in the construction industry.
