HR Administrative Assistant

The HR Administrative Assistant provides administrative support to the Human Resources and Payroll teams and plays an important role in supporting day-to-day HR operations If you enjoy working within a team, problem solving, and a company that promotes a strong safety culture, this opportunity is for you!

Cando provides specialized rail operating services. We provide a wide range of rail services including short line operations, industrial switching, material handling, terminal & transload services, and more. With over 80 operations, we are the 3^rd largest locomotive fleet in Canada and growing!

Cando Advantages

• Work Life Balance with Fixed Schedules
• Cando’s Technical and Leadership Training Programs
• Award Winning Safety Culture
• Employee Ownership Program
• Group Life, Accidental Death & Dismemberment, and Long-Term Disability Insurances
• Flexible Health & Dental Benefits
• Canada’s Best Managed Company for 9 years!

Job Description

The HR Administrative Assistant provides administrative support to the Human Resources and Payroll teams and plays an important role in supporting day-to-day HR operations. This position assists with a variety of functions, including employee documentation, payroll administration, recruitment, onboarding, HR forms and systems, internal communications, and general employee inquires. The HR Administrative Assistant will work closely with the People team to ensure information is accurate, organized, and up to date while providing timely and professional support to employees across the organization.

Role & Responsibilities

• Maintain and organize HR and Payroll filing and documentation, including D&A records.
• Prepare, process, and maintain position and wage status change forms.
• Process and track HR/Payroll-related invoices.
• Order and maintain HR and Payroll supplies and materials, including onboarding packages and other employee documentation.
• Coordinate and organize Leadership Development Program (LDP) administrative activities.
• Maintain and manage HR and Payroll forms, ensuring documents are current and accessible.
• Provide general administrative support to the HR and Payroll teams, including support through Effortless Admin.
• Maintain and update HR/Payroll information, forms, and resources on the company intranet.
• Monitor and manage the general HR/Payroll inbox, responding to inquiries and directing requests to the appropriate team member.
• Complete and maintain driver’s licence (DL) checks and related documentation.
• Coordinate and prepare the HR/Payroll newsletter.
• Coordinate annual payroll updates, including TD1 forms, payroll calendars, and other year-end/new-year documentation.
• Support recruitment activities, including candidate pre-screening.
• Provide administrative support for HR-related marketing and communications.
• Assist with business development wage information and wage-related requests.
• Support and maintain information and processes within People Assist.

Skills, Knowledge, & Abilities

• Strong organizational and administrative skills with the ability to manage multiple tasks, priorities, and deadlines.
• Excellent attention to detail and accuracy when preparing, reviewing, filing, and maintaining HR and payroll documentation.
• Strong verbal and written communication skills with the ability to respond professionally to employee and internal inquiries.
• Ability to handle sensitive and confidential employee, HR, and payroll information with discretion and professionalism.
• Strong interpersonal skills with the ability to work collaboratively with HR, Payroll, Recruitment, managers, employees, and other departments.
• Ability to work independently, take initiative, follow through on assigned tasks, and identify when matters should be escalated.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, with the ability to quickly learn HRIS and other business software.
• Strong record-keeping and document management skills, with the ability to maintain accurate and organized electronic and physical files.
• Ability to support recruitment and onboarding activities, including candidate pre-screening, documentation, and administrative coordination.
• Ability to prepare and coordinate professional internal communications, newsletters, forms, and intranet updates.
• Strong customer-service mindset with the ability to provide timely, helpful, and professional support to employees.
• Ability to adapt to changing priorities and work effectively in a fast-paced, team-oriented environment.

Education & Experience

• Post-secondary certificate, diploma, or coursework in Human Resources, Business Administration, Office Administration, or a related field is considered an asset.
• 1–3 years of administrative experience, preferably within Human Resources, Payroll, Recruitment, or a related business function.
• Previous experience supporting recruitment, onboarding, and new-hire processes is considered an asset.
• Experience maintaining employee records, forms, and other HR or payroll documentation is considered an asset.
• Experience handling sensitive and confidential employee information with professionalism and discretion.
• Previous experience working with an HRIS, payroll system, or other employee-management software is considered an asset.
• Experience within the rail, construction, industrial, or a similar industry is considered an asset.

Note: This description is not intended to limit the assignment of work or be construed as a complete list of the many duties to be performed by the incumbent. The qualifications are provided so interested candidates understand of the level of expertise required in this position.