Civica Infrastructure Inc. is a water resources engineering consulting company located in Vaughan, Ontario. Our expertise spans across sanitary and storm sewer systems as well as natural watershed asset planning and asset management. Our passion is to grow communities. We achieve this by working with municipalities, land developers, conservation authorities, government agencies and other consulting firms. We are undeterred to advance our clients’ mission by networking, combining efforts and developing tools.

We are currently looking for a Corporate Administrator to join the Corporate Operations team!

Contract Length: 6 months (possibility to be extended or transitioned to full-time role)

Compensation: $55k-$58k

This role is 5 days in office (every other Friday remote)

Reporting Relationship: President

Position Summary**:**

The Corporate Administrator is responsible for providing comprehensive administrative support to the Corporate Operations department. This role plays a key part in ensuring smooth day-to-day business functions, supporting employee lifecycle processes, maintaining accurate records, and fostering an organized, efficient, and professional workplace environment. The ideal candidate is detail-oriented, highly organized, and able to manage multiple priorities in a fast-paced setting. This position is required to perform duties for Civica Infrastructure Inc. and its sister company, Smart City Water Inc.

Major Functions**:**

• HR Administration

• Office Administration

• Health & Safety Administration

Key Responsibilities

Human Resources Administration

• Provide administrative support across the full employee lifecycle, including onboarding, offboarding, and employee record management

• Maintain and update employee files and HRIS systems, ensuring accuracy and confidentiality

• Maintain accurate documentation and filing systems (digital and physical)

• Assist with recruitment coordination, including job postings, interview scheduling, and candidate communication

• Support benefits administration, including enrollments, changes, and employee inquiries

• Coordinate performance review processes and track completion

• Prepare HR-related documentation such as employment letters, policy acknowledgments, and internal communications

• Support compliance with employment standards and company policies

• Assist with internal communications and company-wide announcements

• Support payroll administration by coordinating employee data changes

• Support company culture initiatives

Office Administration

• Answer phone calls and transfers them as necessary

• Oversee daily office operations to ensure an efficient and well-maintained workplace

• Manage office supplies, equipment, and vendor relationships

• Coordinate office services such as cleaning, repairs, and maintenance

• Act as the primary point of contact for general office inquiries

• Organize meetings, events, and company functions, including logistics and scheduling

• Maintain office policies and procedures to support operational efficiency

• Provide general administrative support to leadership and cross-functional teams as required

Health & Safety Administration

• Work with the JHSC to update the company Health & Safety manual, policies, and procedures to ensure ongoing compliance

• Coordinate and manage workplace injury and incident documentation, including WSIB claims and reporting

• Track and maintain records of workplace incidents, training, and safety certifications

• Support the administration of employee accommodation and return-to-work programs, including preparation and tracking of accommodation documentation

• Assist in coordinating health and safety training, orientations, and compliance initiatives

• Ensure all required safety postings and documentation are current and accessible

• Liaise with internal stakeholders and external agencies as needed regarding health and safety matters

Qualifications

• Diploma or degree in Human Resources, Business Administration, or a related field

• 2–3 years of experience in an administrative, HR, or office coordination role

• Strong organizational and time management skills with the ability to multitask

• Familiarity with Ontario regulations (ESA, OHSA)

• High attention to detail and accuracy

• Excellent written and verbal communication skills

• Proficiency in Microsoft Office 365 and HRIS systems (e.g., BambooHR or similar)

• Ability to handle sensitive and confidential information with discretion

Working Conditions**:** Normal working hours in a fast-paced **in-**office environment. Will likely work under tight deadlines. May be required to work overtime to meet deadlines.

CIVICA is committed to fostering a positive and progressive workplace that reflects the community in which we operate and serve. We provide equitable treatment and accommodation to ensure barrier-free employment in accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act. You can request for accommodation related to the protected grounds at any stage of our recruitment process by emailing us.