Employee File Retrieval & Review Specialist

Employee File Retrieval & Review Specialist

Duration: 4 weeks only as an Independant contractor (without benefits)

Overview

We are seeking detail-oriented professionals to support a global HR compliance initiative. This role focuses on locating, organizing, and reviewing historical employee records across multiple regions to ensure accuracy, completeness, and compliance with regulatory requirements.

The ideal candidate is highly organized, persistent, and comfortable working independently in environments where records may be archived, fragmented, or difficult to access. Support may involve reviewing both physical files on-site and digital records in document management systems.

Key Responsibilities

File Retrieval & Organization

• Locate and retrieve employee records from multiple sources, including physical archives, off-site storage facilities, and digital HR systems
• Organize and catalog files according to defined project standards

Data Review & Quality Assurance

• Review employee files for completeness, accuracy, and compliance with project guidelines
• Identify discrepancies, missing documentation, or misfiled records

Documentation & Reporting

• Maintain detailed tracking logs of retrieved and reviewed files
• Document findings, gaps, and risks, and provide regular status updates to project leads

Collaboration & Coordination

• Partner with regional HR teams, vendors, and procurement partners to coordinate file access and resolve issues
• Support cross-regional consistency in record review and compliance standards

Problem-Solving & Escalation

• Investigate missing or hard-to-find documents using available resources
• Escalate unresolved issues, risks, or blockers in a timely and structured manner

Qualifications

Required

• Experience in HR administration, records management, compliance, or a related operational role
• Strong attention to detail with excellent organizational and documentation skills
• Ability to work independently, manage priorities, and meet deadlines
• Demonstrated experience handling confidential information in accordance with data privacy regulations

Preferred

• Familiarity with global HR processes and multi-country employee records
• Experience working on audit, compliance, or large-scale data cleanup projects

Challenges & Expectations

• High Volume of Records: Manage and review large quantities of employee files, some dating back several decades
• Physical Archives: Files may be stored in boxes, closets, or off-site facilities, requiring persistence and occasional physical effort
• Data Complexity: Records may be incomplete, inconsistent, or misfiled, requiring investigative and analytical skills
• Time Sensitivity: Work is deadline-driven, requiring efficiency, adaptability, and strong prioritization
• Global Coordination: Collaboration across multiple countries and time zones is essential to ensure accuracy and compliance

Additional Details

• Travel: Occasional travel may be required to access physical storage locations

Tools & Systems: Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with document management or HR systems