People Operations Assistant

Our client in the Piarco area and seeking to hire a People Operations Assistant on contract.

Salary: $5,000–$5,500

Job Purpose

The People Operations Assistant is responsible for maintaining accurate, organised, and compliant HR records, supporting audit readiness, and coordinating reference checks, medicals, and background screening. This role plays a critical part in ensuring the integrity of employee documentation and supporting efficient, compliant HR operations through effective record management and administrative support.

Key Responsibilities

HR Filing and Records Management

• Maintain and organise employee personnel files, both physical and electronic
  • Ensure all employee records are complete, accurate, and up to date
  • File HR documents including contracts, correspondence, and disciplinary records in a timely manner
  • Scan and prepare documents for background checks and audits
  • Prepare onboarding packages and support document compilation and photocopying
  • Follow up on outstanding documentation to ensure complete employee files
  • Conduct reference checks for prospective employees
  • Manage document retrieval and ensure secure and efficient access for authorised personnel

Audit Support and Compliance

• Prepare and organise documentation for internal and external audits
  • Conduct routine file audits to ensure compliance with HR policies and regulatory requirements
  • Identify gaps, missing, or incomplete documentation and escalate as required
  • Support corrective actions to maintain audit readiness and compliance standards

Document Control

• Track and monitor required employee documentation such as identification, contracts, certifications, medicals, and background checks
  • Ensure proper version control, filing, and storage of HR documents
  • Maintain strict confidentiality and security of sensitive employee information

Data Accuracy and Reporting

• Update HR systems with accurate and timely employee information
  • Assist with generating reports related to employee records and audit activities
  • Support data verification and clean-up exercises to maintain data integrity

Administrative Support

• Assist with onboarding processes, including collection and filing of new hire documentation
  • Coordinate pre-employment requirements, including medicals and background checks
  • Support offboarding processes to ensure all documentation is properly completed and archived
  • Provide general administrative support to the HR team as required

Qualifications and Experience

• Diploma or Certificate in Human Resources, Business Administration, or a related field
  • 1 to 2 years’ experience in an administrative or clerical role, preferably within HR
  • Basic understanding of record-keeping, compliance, and data management practices

Skills and Competencies

• Strong organisational and filing skills
  • High level of attention to detail and accuracy
  • Ability to handle confidential information with discretion
  • Effective time management and ability to meet deadlines
  • Proficiency in Microsoft Office and basic HR or document management systems

Job Ref:RM