Job Description: Office Administrator / HR Coordinator

Position Summary

The Office Administrator / HR Coordinator plays a key role in supporting the operations of the office while facilitating core Human Resources functions. This role ensures smooth administrative processes, assists with recruitment and onboarding, manages payroll documentation, and coordinates compliance for immigrant labor programs. The ideal candidate is organized, detail-oriented, and able to balance administrative efficiency with confidentiality and professionalism in HR matters.

Key Responsibilities

Office Administration

• Support management with scheduling, meeting coordination, and documentation needs.
• Maintain organized filing systems (both digital and physical) for company records and employee files.

Human Resources Support

• Coordinate and post job postings across internal and external platforms.
• Pre-Screen applicants (this can be done over Zoom), coordinate & schedule interviews for face-to-face interviews with managers.
• Assist with reference checks, background checks, and hiring documentation.
• Facilitate new hire orientations for each department, ensuring a smooth onboarding experience.
• Collect, verify, and process all new hire paperwork, ensuring accuracy and compliance for payroll and HR records.
• Serve as a point of contact for employees regarding HR policies and procedures, escalating issues as appropriate.
• Supports the disciplinary process in accordance with company policy, including involvement in employee terminations.
• Responsible for drafting, reviewing, and filing employee contracts in compliance with company policies and legal requirements.

Payroll & Compliance

• Ensure all employee documentation required for payroll is complete, accurate, and submitted in a timely manner.
• Liaise with payroll and finance teams to resolve discrepancies or missing documentation.
• Support payroll operations by handling timesheets, sick leave and vacation tracking, wage updates, and maintaining employee payroll reports.
• Maintain confidential employee files and adhere to all compliance requirements regarding employment records.

Immigrant Labor Program Management

• Oversee and coordinate the full cycle of recruitment for all permanent and temporary team members- including the TFW Program LMIA Applications.
• Oversee the administration of immigrant labor processes, including documentation, compliance, and communication with external agencies.
• Track visa/work permit timelines and ensure deadlines are met for renewals and submissions.
• Support management in maintaining compliance with all government labor and immigration regulations.
• Act as a liaison between the company, employees, and immigration agencies to ensure smooth coordination.

This is a part-time role, requiring 16–24 hours per week, with some flexibility in scheduling.

Qualifications

• Proven experience in office administration or human resources (2–3 years preferred).
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High level of confidentiality, discretion, and professionalism.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and HRIS systems (asset but not required).
• Knowledge of payroll processes and employment law is an advantage.
• Experience with immigration processes or willingness to learn is highly valued.

Personal Attributes

• Detail-oriented and thorough in documentation.
• Adaptable and able to work independently with minimal supervision.
• Strong interpersonal skills with the ability to build trust with employees and external partners.
• Problem-solver who can anticipate needs and respond proactively.