Human Resources Assistant

Position Summary

The HR Assistant provides administrative and operational support to the Human Resources Department in managing day-to-day HR activities across the employee lifecycle. This role assists with recruitment, onboarding, employee records, disciplinary documentation, offboarding and HR systems. The HR Assistant ensures that HR documentation is accurate, records are properly maintained, and assigned tasks are completed in a timely manner in accordance with company policies and applicable employment legislation.

Core Responsibilities:

1. Recruitment & Onboarding

• Assist with job postings, applicant screening, and interview coordination.
• Coordinate candidate communications and follow up on recruitment requirements.
• Prepare offer letters, employment agreements, and new hire documentation for review and issuance.
• Assist with onboarding, orientation arrangements, and employee system setup.
• Monitor completion of onboarding requirements and follow up on outstanding documents.

2. Employee Records & Documentation

• Maintain and update digital employee files and HR databases.
• Ensure employee documents, policy acknowledgments, certifications, and other required records are properly completed and filed.
• Assist with employee file audits and records management.
• Update employee information and maintain accurate HR tracking records.
• Handle confidential employee information with professionalism and discretion.

3. Employee Administration

• Maintain trackers for employee status, employment changes, and important HR deadlines.
• Assist with preparing employment letters and other employee-related documents.
• Follow up with employees regarding outstanding HR requirements.

4. Employee Relations & Offboarding Support

• Assist in preparing and organizing disciplinary documentation, including written warnings and incident records.
• Maintain disciplinary tracking records and update relevant HR boards.
• Coordinate termination and resignation documentation, including exit checklists and employee records.
• Assist with scheduling exit interviews and documenting employee feedback.
• Escalate employee concerns and sensitive matters to the HR Coordinator or HR Manager for appropriate handling.

5. HR Systems & Administrative Support

• Maintain and update HR workflow boards and trackers in Monday.com.
• Assist with monitoring assigned tasks, deadlines, and workflow progress.
• Update employee information in eHub and other applicable HR systems.
• Assist with preparing HR reports, spreadsheets, and employee-related summaries.
• Provide administrative support for HR projects, SOP updates, policy documentation, and departmental initiatives.

Requirements:

• Basic understanding of HR practices and Ontario employment standards.
• Familiarity with recruitment, onboarding, employee documentation, and HR administration.
• Proficiency in Microsoft Office, particularly Excel, and Google Workspace.
• Experience with Monday.com, HRIS platforms, or scheduling systems is an asset.
• Strong organizational, time-management, and documentation skills.
• Good written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to manage multiple administrative tasks.
• Ability to work independently while following established procedures and seeking guidance when required.

Qualifications:

• Diploma or Degree in Human Resources, Business Administration, or a related field.
• 1–2 years of administrative or HR-related experience preferred.
• Previous experience in recruitment coordination or HR administration is an asset.
• HRPA membership or progress toward a CHRP designation is an asset.