HR Administrative Assistant

Job summary

Maintain employee records and support bid submissions by organizing resumes, certifications, proposal documents, and deadlines. Provide HR and office administration support, including interview scheduling, onboarding, meeting coordination, travel arrangements, expense processing, and visitor assistance.

Job details

Company Description Webuild is an international construction company of civil engineering pioneers who have been at the forefront of the construction business for 120 years. With over 92,000 employees worldwide representing more than 125 nationalities, we are a global player with Italian roots, specializing in complex infrastructure—innovative and sustainable works that improve lives. Over the past century, we’ve built some of the world's most iconic infrastructure projects. At Webuild, our DNA is rooted in Excellence, Integrity, Respect, Trust, and Sustainable Innovation. Guided by these values, our mission is to protect the planet, care for our people, inspire progress, share prosperity, and spark partnerships. Together, we’re building a better future—responsibly, inclusively, and with purpose. About the Job We are hiring an HR Administrative Assistant to support our branch operations, reporting to the HRBP for Canada. What You Will Be Doing? Keep employee resumes, certifications and training records organized and up to date in a shared filing system Format resumes and documents into the templates required for bid submissions Help collect documents for proposals, e.g. certificates, reference letters and signed forms Track deadlines for bid-related tasks and send reminders to team members Assist the Proposal Coordinator with printing, binding, file uploads and document checks before submission HR Support Schedule interviews and coordinate with candidates and hiring managers Prepare onboarding packages and help set up new hires (paperwork, IT access, desk setup) Keep employee files and trackers organized and confidential Collect timesheets, vacation requests and other routine HR forms Office Administration Manage calendars, book meeting rooms and arrange meetings and bid review sessions Order office supplies, coordinate with building management and vendors Organize travel and accommodation for staff and visitors Take meeting notes and prepare simple reports and correspondence Process expense reports and track invoices Greet visitors and handle general office inquiries What We Are Looking For? High school diploma required; college diploma or coursework in Business, HR or Office Administration is an asset 0–2 years of experience; recent graduates, co-op students and career starters are encouraged to apply Excellent time management and organizational skills, with the ability to juggle multiple tasks and deadlines Strong attention to detail Clear written and verbal communication Comfortable with Microsoft Office (Word, Excel, Outlook); willing to learn new systems Reliable, proactive and able to handle confidential information with discretion Why Choose Webuild? Competitive base salary with RRSP matching up to 4% (for permanent employees). Work on major linear infrastructure projects across Canada. Group Benefits from Day 1 (20+ hours/week, permanent roles) Employee and Family Assistance Program Work/life balance encouraged 3–5 weeks of vacation based on experience Tailored training and development 20% discount at GoodLife Fitness for Ontario employees Join the Webuild Life At Webuild, we believe diverse perspectives drive innovation, strengthen teams, and lead to better outcomes. We welcome applicants of all backgrounds, including but not limited to women, visible minorities, Indigenous Peoples, persons with disabilities, and members of the LGBTQ2S+ community. If you require accommodation during the recruitment process, please let us know.

What you’ll do

Maintain employee records and support bid submissions by organizing resumes, certifications, proposal documents, and deadlines. Provide HR and office administration support, including interview scheduling, onboarding, meeting coordination, travel arrangements, expense processing, and visitor assistance.

Requirements

A high school diploma is required; college-level study or a diploma in Business, HR, or Office Administration is an asset. The role is suitable for candidates with 0–2 years of experience and requires strong organization, time management, attention to detail, communication, discretion, and comfort with Microsoft Office.

Benefits

• RRSP Matching
• Group Benefits
• Employee and Family Assistance Program
• Paid Vacation
• Training and Development
• GoodLife Fitness Discount

Listed skills

• Time management · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• written communication · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Time Management
• Organization
• Attention to Detail
• Written Communication
• Verbal Communication
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Document Management
• Deadline Tracking
• Interview Coordination
• Onboarding Support
• Confidentiality
• Calendar Management
• Expense Processing
• Travel Coordination

Job areas

• Human Resources
• Administrative
• Construction

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