Position Summary
The HR Coordinator provides administrative and operational support across all areas of Human Resources, helping ensure the effective and consistent delivery of HR programs, policies, and services throughout the organization.
This role is responsible for coordinating recruitment and onboarding activities, maintaining accurate employee records, supporting payroll and benefits administration, assisting with employee relations matters, and ensuring HR practices align with applicable employment legislation and company policies.
The ideal candidate is organized, detail-oriented, approachable, and capable of handling confidential information with discretion. They demonstrate strong communication skills, sound judgment, and a proactive approach to supporting employees and management in a fast-paced business environment.
Key Responsibilities
1. Recruitment and Onboarding
- Coordinate recruitment activities, including posting job advertisements, screening applications, scheduling interviews, and communicating with candidates.
- Assist hiring managers with recruitment documentation, interview coordination, and candidate follow-up.
- Prepare employment offers, employment agreements, and new-hire documentation in accordance with approved company processes.
- Coordinate onboarding and orientation for new employees, including completion of required forms, policy acknowledgements, and training.
- Conduct or coordinate pre-employment checks where applicable and authorized.
- Support a positive candidate and new-employee experience throughout the hiring process.
2. Employee Records and HR Administration
- Maintain accurate, complete, and confidential employee files.
- Update HR information systems and employee records for new hires, changes in employment status, compensation changes, leaves, and terminations.
- Prepare HR letters, employment confirmations, organizational charts, reports, and other documentation as required.
- Track probationary periods, performance review dates, certifications, training requirements, and other key employee milestones.
- Ensure HR documentation is properly maintained, retained, and disposed of in accordance with applicable requirements and company policies.
- Respond to routine employee inquiries and direct complex matters to the appropriate HR representative or manager.
3. Payroll and Benefits Administration
- Collect, review, and submit employee information and approved payroll changes to the payroll administrator or service provider.
- Assist with payroll-related administration, including new hires, terminations, salary changes, attendance records, overtime, and leave information.
- Coordinate employee enrolment, changes, and terminations for group benefits and other company-sponsored programs.
- Assist employees with routine benefits and payroll inquiries and liaise with external providers as needed.
- Maintain accurate records of vacation, sick leave, and other absences in accordance with company policies and applicable legislation.
- Support payroll reconciliations, reporting, and year-end administrative activities as required.
4. Employee Relations and Performance Management
- Support managers with the administration of performance reviews, probationary assessments, employee documentation, and follow-up activities.
- Assist with employee communications, policy interpretation, and the consistent application of HR procedures.
- Document employee relations matters and escalate sensitive or complex issues to the HR Manager or designated senior leader.
- Support the administration of workplace complaints, investigations, and corrective action processes under appropriate direction.
- Help promote a respectful, inclusive, and professional workplace culture.
- Maintain appropriate confidentiality and impartiality when handling employee concerns.
5. Employment Legislation and Policy Compliance
- Assist in maintaining HR policies, procedures, forms, and employee handbook documentation.
- Support compliance with applicable Ontario employment legislation, including the Employment Standards Act, 2000, the Ontario Human Rights Code, and the Occupational Health and Safety Act, as applicable to the organization.
- Assist with maintaining required workplace postings, employment documentation, training records, and other compliance materials.
- Support the administration of workplace accommodation requests, leaves of absence, and return-to-work processes in coordination with management and relevant service providers.
- Assist with workplace health and safety initiatives, incident documentation, and required training coordination.
- Maintain awareness of changes to employment legislation and communicate relevant updates to the HR team or management.
6. Training, Engagement, and HR Programs
- Coordinate employee training sessions, track participation, and maintain training records.
- Assist with employee engagement initiatives, recognition programs, company events, and internal communications.
- Support the development, implementation, and improvement of HR processes and administrative procedures.
- Assist with HR metrics, headcount reports, turnover tracking, and other workforce reporting.
- Participate in special projects and other HR initiatives as assigned.
Qualifications and Experience
- Diploma or degree in Human Resources Management, Business Administration, or a related field.
- One to three years of experience in an HR administrative or coordination role preferred.
- Working knowledge of Ontario employment legislation and general HR practices.
- Experience with HR information systems, payroll systems (Dayforce preferred), benefits administration, and Microsoft Office applications.
- CHRP designation or progress toward the Certified Human Resources Professional designation is considered an asset.
- Experience working in a private-sector business environment is an asset.
Required Skills and Competencies
- Strong organizational, administrative, and time-management skills.
- Excellent written and verbal communication skills.
- High attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive employee information appropriately.
- Strong interpersonal skills and a customer-service-oriented approach.
- Ability to prioritize competing deadlines and manage multiple tasks effectively.
- Sound judgment, discretion, and a professional approach to employee matters.
- Ability to work independently while collaborating effectively with managers, employees, and external service providers.
- Proficiency with Microsoft Office and the ability to learn new HR systems and software.
Performance Expectations
Success in this position will be demonstrated through:
- Accurate and timely completion of HR documentation and employee record updates.
- Efficient coordination of recruitment and onboarding activities.
- Timely submission of payroll and benefits-related information.
- Consistent administration of HR policies and procedures.
- Responsive, professional support to employees and managers.
- Effective maintenance of confidential records and compliance documentation.
- Contribution to continuous improvement of HR processes and employee experience.
General Responsibilities
The HR Coordinator may be assigned additional duties and responsibilities consistent with the scope of the position and the operational needs of the organization.
Acknowledgement
This job description outlines the primary duties and responsibilities of the position and is not intended to be an exhaustive list of all tasks. Responsibilities may evolve as business needs change.
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