File Retrieval & Review Specialist

Position: Employee File Retrieval & Review Specialist
Location: Romagnano Sesia

Employee File Retrieval & Review Specialist
Duration: 4 weeks only as an In dependant 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