HR & Office Coordinator

Job summary

The HR & Office Coordinator manages daily office operations, including reception, facility services, and vendor coordination. Additionally, the role supports the HR department with recruitment, employee lifecycle activities, and HRIS data administration.

Job details

Explore A Career At Mosaic Mosaic is a diversified, 100% Canadian-owned land solutions company focused on long-term value creation from private forest lands and public forest tenures. Through an integrated, multi-use approach, Mosaic manages its land base across sustainable forestry, renewable energy, watershed services, recreation, real estate and carbon programs, bringing together innovation and stewardship to strengthen economic performance and environmental resilience. By aligning these complementary uses within a single land portfolio, Mosaic builds lasting value while helping shape the future of sustainable land management. Learn more at MosaicForests.com. The Opportunity Mosaic is seeking a HR & Office Coordinator to work out of our Nanaimo office on Vancouver Island, British Columbia. The Role Reporting to the HR Manager, the HR & Office Coordinator divides their time between day-to-day office coordination and HR support, including recruitment, employee lifecycle activities and HR systems. The role serves as a key point of contact, helping ensure office and HR processes run smoothly and efficiently. Specific responsibilities include, but are not limited to: * Leading day-to-day office operations, including reception duties, responding to office inquiries and maintaining a welcoming, organized and functional workplace; * Liaising with building management, vendors and contractors to coordinate facility services, maintenance, security and other workplace needs; * Managing office supplies, building access, and mail courier services, while supporting purchasing and invoice administration; * Supporting recruitment activities, including job postings, coordinating interviews, conducting reference checks and preparing offer documentation; * Coordinating employee onboarding and offboarding, responding to routine HR inquiries, and preparing employee letters and correspondence; and * Administering Human Resources Information Systems (HRIS) transactions and employee records, producing routine reports and helping maintain accurate HR data and processes. What We’re Seeking: * Post-secondary education in Human Resources, Business Administration, Office Administration or a related discipline, or an equivalent combination of education and experience; * 2+ years of experience in office coordination or management, HR administration or a comparable combined role; * Experience in recruitment and employee lifecycle activities and working with an HR information system; * Experience in office management or support, including coordinating workplace operations, vendors and office supply management; * Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive employee information; * Demonstrated ability to work independently and as part of a team in a fast-paced environment, with strong adaptability to shifting priorities; and * Excellent communication, organization and customer-service skills, strong attention to detail, and proficiency with Microsoft Office. Mosaic values diversity and recognizes that talent comes in many forms. Even if you don’t meet every qualification, we encourage you to apply. We’re eager to learn about your unique knowledge, skills and experiences. What You Get We are proud of our highly collaborative, respectful, and innovative work environment. Our employees are empowered with high levels of role autonomy and the ability to make decisions and lead change. At Mosaic, we believe in rewarding our employees with a comprehensive and competitive package that reflects the value they bring to our team. Here's a glimpse of what you can expect when you join us: * Competitive compensation that matches your skills and experience. * Annual bonus tied to both individual and company performance, recognizing your contributions to our success. * Employer-paid premiums for a robust benefits package to support your wellness. * Company-funded defined contribution pension plan to help secure your future. * Generous paid vacation program, to recharge and relax. * We also offer various additional benefits and programs, including maternity and parental leave EI top-ups, opportunities for continuing education and professional development. All programs and benefits are subject to change. Compensation The annual salary range for this position is $60,000 to $75,000. Individual compensation is commensurate with skill, relevant experience, and education. To Apply Visit mosaicforests.com/careers [https://www.mosaicforests.com/careers] and click on the Job Opportunities to apply. This position will remain posted until filled. At Mosaic, we believe in creating a workplace where everyone feels they belong and can contribute their whole, authentic selves to help us achieve our strategic goals. We’re proud to be an Employer Partner of the Canadian Centre for Diversity and Inclusion and we are dedicated to fostering an inclusive environment that values diversity and promotes equity. If you require accommodation at any point during the recruitment process, please email careers@mosaicforests.com [careers@mosaicforests.com]

What you’ll do

The HR & Office Coordinator manages daily office operations, including reception, facility services, and vendor coordination. Additionally, the role supports the HR department with recruitment, employee lifecycle activities, and HRIS data administration.

Requirements

Candidates must have post-secondary education in Human Resources, Business Administration, or a related field. At least 2 years of experience in office coordination or HR administration is required, along with proficiency in Microsoft Office.

Benefits

• Annual bonus • Health insurance • Defined contribution pension plan • Paid vacation • Maternity and parental leave EI top-ups • Professional development

Listed skills

• Customer service · Preferred
• Recruitment · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office coordination
• HR administration
• Recruitment
• Employee onboarding
• HRIS management
• Customer service
• Communication
• Organization
• Attention to detail
• Microsoft Office
• Confidentiality
• Vendor management
• Facility services
• Data reporting
• Office Supply Management
• Office Administration
• Willingness To Learn
• Resilience
• Adaptability
• Building Management
• Business Administration
• Management
• Customer Service
• Information Systems
• Economics
• Human Resources Information System (HRIS)
• Equities
• Forestry
• Innovation
• Invoicing
• Land Management
• Office Management
• Employee Onboarding
• Operations
• Purchasing
• Real Estate
• Value Creation
• Coordinating
• Detail Oriented

Job areas

• Human Resources
• Administrative
• Environmental & Sustainability
• Management & Leadership
• Human Resources Office Coordinator
• Human Resources Specialist
• Personnel and Careers Professionals
• Human Resources Specialists