Human Resources Coordinator

Reporting to the Manager, Total Rewards, Disability Management and HR Policy, the Human Resources Coordinator is responsible for providing accurate and efficient routine Human Resources (HR) transactional activity as part of the shared service function with respect to all clients' inquiries and requests for HR related matters. This role will complete routine HR transactional services, while at the same time providing accurate, efficient, and consistent support to the business in areas such as policy, process, and procedural queries and interpretations, HRIS transactions, changes to personal information and in resolving any administrative issues that the client may have. This position is responsible for providing administrative support to all areas of Human Resources including recruitment and selection, relocation, orientation, benefits, employee records, salary administration, policy development, security identification, employee, and labour relations.

The HR Coordinator needs to understand both internal and external customer requirements and provide exceptional customer service that is timely and accurate.

Specific Accountabilities

• Update the Human Resources Information System (HRIS) with employee information including new hire status, position, and rate of pay information. Perform data enquiries and generate various reports for both internal and external clients, e.g., supervisors, HR team members and benefits
• Coordinate all relocation logistics for new hires and transfers in accordance with the Collective Agreement and Relocation Policy including travel arrangements, temporary housing requirements, and relocation of household goods.
• Onboard new employees by preparing and presenting the information package that includes employee benefits, key company policies; payroll requirements and security/access ID requirements.
• Schedule and deliver orientation for all new hires, in consultation with the HR Consultants.
• Initiate Probationary Reviews in the HRIS system and follow through from execution to completion for all new hires.
• Support in the benefit enrolment process, review and arrange payment of monthly invoices from the benefit carriers Manulife Financial, remit contributions and audit employee eligibility to ensure accuracy. Respond directly to benefit questions or concerns and escalate when required.  Support the annual benefits re-enrolment window.
• Responsible for documenting, updating, and sharing processes and best practices.
• Facilitate annual and ongoing reporting for Manulife Benefits, Pension processes and building access reports, as required.
• Prepare expense claims and code invoices while ensuring adherence to the expense approval process.
• Assist the HR team in developing and implementing initiatives specific to HR functional areas such as orientation, recruitment, employee recognition, training, compensation, wellness, policies, etc.
• Proactively identify process inefficiencies and collaborate toward an improved process that will enhance the overall client experience.
• Compile information in preparation for meetings, reports, and budgets. Prepare a variety of letters, reports, and presentations in an accurate and efficient fashion.
• Maintain office supplies, arrange for equipment repairs, as well as manage direct mail, publications, electronic communications (faxes, email), and other correspondence.
• Create and maintain electronic filing system, oversee paper filing systems, and prepare out of date files for archive in accordance with record retention policies.
• Other related duties as assigned by and in support of senior management.
• Participate fully in our organizational health and safety programs, adhering to all safe work practices and procedures and staying focused on continuous improvement. In addition, ensuring all Accident Prevention Program (APP’s) training, all Code of Business Conduct (CoBC) training, and all other Occupational Health and Safety (OHS) training are completed on time.
• Timely completion of all administrative tasks including, but not limited to time reporting, expense reporting and submission of corporate card statements, as applicable. 

Impacts of Actions

The position oversees sensitive and confidential information; a high level of confidentiality is a must. Providing accurate and timely information is imperative to service provision.

Knowledge and Skills Required

• Diploma in Human Resources or other business-related focus.
• Two (2) years’ experience in an office environment, preferably in Human Resources. A combination of related education and experience may be considered.
• Intermediate knowledge of Microsoft Office Suite particularly in Outlook, Excel, and PowerPoint, as well as experience with Human Resources Information Systems (HRIS); preference will be given to UKG experience.
• Knowledge of the Canada Labour Code, Collective Agreements and the Personal Information Protection and Electronic Document Act (PIPEDA).
• Passion for people with the ability to build meaningful relationships cross-departmentally.
• Highly flexible, with the ability to shift priorities throughout the day.
• Organization and prioritization skills, with a strong attention to detail.
• Excellent communication skills, written, oral and interpersonal.
• Ability to handle all confidential and sensitive information with discretion.
• As part of the recruitment process for this position, candidates may be required to take pre-employment tests and/ or complete work simulation exercises to assess job fit.

Typical Contacts

Internal

Internal contacts include managers and employees to answer questions regarding benefit programs and HR policies; HR management for guidance and assistance in answering complex questions and to receive specific assignments; Payroll for general information, reconciliation issues. Purchasing regarding relocations, Security regarding access issues and accounts regarding invoices.

External

External contacts include potential employees, family members of new employees, retirees, past employers and other persons contacted for references, Union Business Manager to answer questions; benefit administrators (BCECS, LifeWorks, Manulife, etc.); travel agents, hotels, company apartment contacts, universities, colleges and high schools to coordinate logistics associated with participation at an event. This position also interfaces with suppliers/insurers/administrators. Administrative support provided to HR management.

Typical Problem Solving

This position may be required to compile information that is not readily available. This would involve research and a needed to clearly understand why the information is needed and how it will be used to ensure the appropriate information is gathered, the appropriate information/answer is given to an employee, prospective employee, former employee, or pensioner.

Working Conditions

This position works in a typical office environment. There are frequent interruptions and changes in priorities to deal with immediate requirements.

What We Offer You 

• Health & Wellness Benefits, Pension Plan, Discounts

• Team Incentive Bonus

• Paid Vacation with a Vacation Travel Allowance

• Work-Life Balance

• Community Involvement

Closing  

Applications will be reviewed as they are submitted. Posting will remain active until the position is filled.

As a safety conscious COR™ Certified organization, we have an established and comprehensive safety program.  We expect all employees to participate in our organizational health and safety programs, adhering to all safe work procedures focused on continuous improvement.