HR Records Supervisor

Grand Meritus Security Agency; Quezon City; On-site; PHP 350,000 - 500,000; Full time

Job summary

CGROUP GROUP OF COMPANIES invites an HR Records Supervisor in Quezon City, Philippines, to manage the physical and digital 201 files across the group. You will streamline filing, ensure accuracy, confidentiality, and timely updates, while guiding a Records Staff team and encoding to the HRIS.

You will establish efficient digitization, labeling, and auditing processes, monitor productivity, and maintain high data integrity in a fast-paced, security-conscious environment.

Qualifications

• Graduate with 4-year college degree in a related field.
• Experience in HR Records, personnel records, or document management preferred.
• Supervisory experience is strongly preferred.
• Experience handling high-volume employee records is advantageous.
• Experience in security/manpower environments is a plus.

Responsibilities

• Take overall responsibility for proper organization and maintenance of employee 201 files, ensuring labeling, indexing, completeness, updates, security, and retrievability.
• Establish an efficient system for retrieval and return of physical files and monitor their movement to prevent loss or unauthorized access.
• Conduct periodic 201 file audits and completeness checks, identifying missing or inconsistent documents.
• Lead population and updating of employee records in the HRIS, with daily/weekly encoding targets and productivity monitoring.
• Review encoded information for accuracy and completeness, identify duplicates and data gaps.
• Establish a standardized digital filing structure for employee records, ensuring proper scanning, naming, and storage in authorized repositories.
• Conduct periodic reconciliation of physical files, digital records, and HRIS profiles, outlining corrective actions.
• Set daily/weekly/monthly processing targets, assign workloads, and monitor productivity gaps.
• Supervise and train Records Staff, setting clear performance expectations and conducting reviews.
• Perform random quality checks to ensure data integrity and confidentiality.

Skills

Google Workspace

Microsoft Excel

HRIS

Data management

Supervisory experience

Attention to detail

Education

Bachelor's degree in Human Resources/Business Administration

Tools

HRIS software

Google Workspace tools

Job description

About the role

The HR Records Supervisor is responsible for the overall management, organization, accuracy, completeness, security, and timely updating of the Company's physical and digital employee records, particularly the 201 files of security personnel and employees across the CGroup Group of Companies. The position leads the systematic organization, indexing, reconciliation, digitization, and HRIS population of a large-volume employee records database, ensuring that physical 201 files, scanned documents, digital employee folders, HRIS profiles, and masterlists are properly aligned and updated. The HR Records Supervisor is expected to establish and maintain an efficient, disciplined, and high-speed records operation capable of handling large volumes of personnel files without compromising accuracy, confidentiality, or document integrity.

Key responsibilities

• Take overall responsibility for the proper organization and maintenance of employee 201 files, ensuring they are properly labeled, indexed, complete, updated, securely stored, and easily retrievable


• Establish an efficient system for the retrieval and return of physical personnel files and monitor their movement to prevent loss, misplacement, or unauthorized access


• Conduct periodic 201 file audits and completeness checks, identifying missing, outdated, duplicated, or inconsistent documents


• Lead the systematic population and updating of employee records in the Company's HRIS, establishing daily and weekly encoding targets and monitoring productivity


• Review encoded information for accuracy and completeness, identifying duplicate profiles, missing data, incorrect entries, and inconsistencies


• Establish a standardized digital filing structure for employee records, ensuring physical documents are properly scanned, named, classified, and stored in authorized digital repositories


• Conduct periodic reconciliation of physical 201 files, digital employee files, and HRIS employee profiles, identifying discrepancies and establishing corrective actions


• Establish daily, weekly, and monthly records-processing targets, assign workloads among Records Staff, monitor daily production, and identify productivity gaps and bottlenecks


• Supervise, train, coach, and monitor HR Records Staff and Encoders, establishing clear individual productivity expectations and conducting regular reviews of staff output and quality


• Ensure the accuracy and integrity of employee records through random quality checks, reviewing encoded HRIS information against source documents, and implementing corrective measures

About you

• Graduate of a 4-year college course, preferably Human Resources, Business Administration, Management, Information Management, Office Administration, or a related field


• At least 2–3 years of relevant experience in HR Records, personnel records, HR administration, document management, or a similar function


• Supervisory experience is strongly preferred


• Experience handling high-volume employee records is highly preferred


• Experience in a security agency, manpower agency, facilities management company, or similarly large workforce environment is an advantage


• Strong computer and data-management skills, proficient in Google Workspace (Google Sheets, Google Drive, Google Docs, Gmail) and Microsoft Excel


• Experience with HRIS or employee database systems


• Fast and accurate in data encoding with excellent organizational and filing skills and strong attention to detail


• Able to manage large volumes of records under deadlines with high level of integrity and confidentiality


• Strong supervisory and coordination skills

About us

CGROUP GROUP OF COMPANIES operates in the Security Services and Manpower Services industry.