Senior Specialist, Records Management

Job description

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