Administrative Service $40,000 jobs in Thurso, QC

Role Duties and Expectations

1. Provide Administrative Support to HR Management

• Perform general administrative duties, including filing, photocopying, scanning, and data entry.
• Prepare and send employee acknowledgment and sign-off forms for review and signature.
• Process employee requests and direct inquiries to the appropriate staff members.
• Record daily employee attendance and time-off requests in BambooHR.
• Coordinate employee vacation requests, obtain approval from the appropriate managers and company owner as required, and communicate updates to HR management.
• Send employee benefits information and enrollment documents when applicable.
• Maintain accurate, organized, and confidential employee records.

2. Assist with Full-Cycle Recruitment and Selection

• Create new job descriptions and update existing descriptions as required.
• Post and manage job openings on recruitment platforms such as Indeed.
• Maintain and update recruitment tracking systems.
• Review applications, screen potential candidates, and conduct initial candidate pre-screening.
• Coordinate and schedule interviews with candidates and hiring managers.
• Prepare interview documents and related materials.
• Prepare employment offer letters and employment contracts.

3. Coordinate Employee Onboarding

• Coordinate employee start dates and orientation schedules with supervisors.
• Notify relevant departments and staff members of new hires.
• Prepare and assign onboarding packages to new employees.
• Create employee profiles in BambooHR and Citation Canada.
• Send employment contracts and required onboarding documents for completion and signature.
• Ensure all required employee documentation has been received, completed, and properly filed.
• Coordinate and participate in new employee orientations, including workplace tours.
• Notify IT when a company email account, cellphone, or computer is required.
• Request alarm codes and appropriate building access permissions.
• Inform the Finance Department when a company credit card needs to be ordered or when an employee needs to be added to the company's vehicle insurance policy.
• Prepare employee clothing, personal protective equipment (PPE), and other required onboarding supplies.
• Assign mandatory onboarding training and follow up to ensure completion before the required deadlines.
• Provide new employees with the necessary information and resources to begin their employment.

4. Coordinate Employee Offboarding

• Prepare and coordinate employee offboarding procedures.
• Communicate with departing employees regarding the return of company property, including clothing, equipment, keys, and electronic devices, and follow up as required.
• Coordinate final payroll information with the Finance Department, including outstanding wages and applicable employment entitlements.
• Provide the Finance Department with the necessary information for preparation and issuance of the Record of Employment (ROE).
• Coordinate the deactivation of employee profiles and removal of access to company systems, email accounts, and facilities.
• Ensure all relevant offboarding documentation is properly filed in the employee's personnel record.

5. Assist with Employee Discipline and Employment Termination

• Prepare disciplinary documentation, including verbal warning records, written warnings, and suspension letters, as directed by management.
• Draft employment termination letters as required.
• Follow up with employees and supervisors to obtain acknowledgment and signatures on disciplinary documents.
• Document incidents, performance concerns, and disciplinary notes provided by supervisors.
• Maintain accurate records of disciplinary actions, related communications, and supporting documentation in employee personnel files.
• Assist HR management with administrative follow-up throughout the disciplinary process.

6. WSIB and Workplace Incident Administration

• Ensure employees complete workplace incident report forms as soon as possible following an incident.
• Collect, organize, and maintain relevant workplace incident documentation.
• Complete and submit the Employer's Report of Injury/Disease (Form 7) through the WSIB online portal when required.
• Coordinate administrative follow-ups with employees, supervisors, and management regarding workplace incidents and WSIB matters.

7. Training and Certification Coordination

• Maintain employee training records and the certification compliance calendar, including training completion dates and certificate expiry dates.
• Coordinate and schedule mandatory employee training and required refresher courses.
• Coordinate IICRC training and track the Continuing Education Credits (CECs) required to maintain certifications.
• Coordinate asbestos-related training and maintain required Ministry of Training, Colleges and Universities (MTCU) documentation.
• Monitor and coordinate the renewal of required certifications, including Working at Heights (WAH), WHMIS, and IICRC continuing education requirements.
• Follow up with employees regarding outstanding or expiring mandatory training.
• Ensure completed training certificates and supporting documentation are properly recorded and filed in employee personnel records.

8. Employee Performance Reviews and Evaluations

• Track employee probationary periods and annual performance review dates.
• Remind supervisors and managers of upcoming and overdue probationary assessments and annual performance reviews.
• Prepare performance evaluation forms and send them to employees for completion.
• Coordinate performance review meetings between employees and supervisors.
• Participate in performance review meetings when required.
• Follow up on outstanding evaluations and required signatures.
• Save completed performance evaluations in the appropriate employee personnel files.

9. Organize and Maintain Company Policies and Procedures

• Update company policies and procedures based on approved changes.
• Format, organize, and maintain company policy documents to ensure consistency and professionalism.
• Distribute updated policies and acknowledgment forms to employees when required.
• Follow up to ensure employees have reviewed and signed the necessary documents.
• Maintain properly organized records of company policies and employee acknowledgments.

10. Maintain HR Inventory and Employee Supplies

• Conduct regular inventory checks of employee clothing, PPE, and other HR supplies.
• Maintain accurate inventory records, update tracking spreadsheets, and monitor stock levels.
• Prepare and coordinate clothing and supply orders as required.
• Organize and distribute employee clothing and equipment.
• Maintain records of company-issued clothing and equipment.

11. Employee Events and Recognition

• Plan and coordinate the company's annual holiday party, including venue arrangements, entertainment, invitations, and employee attendance tracking.
• Coordinate the selection, purchase, and distribution of employee gifts for company events and special occasions.
• Prepare and distribute the annual Employee of the Year voting forms and track employee participation.
• Coordinate the ordering of employee recognition plaques, including the Employee of the Year award and service anniversary plaques for employees celebrating 10 and 20 years of employment.
• Communicate with vendors to coordinate pricing, orders, personalization, and delivery of employee recognition items.

12. Additional Administrative Responsibilities

• Assist the Operations Department with daily administrative and scheduling activities.
• Prepare and organize work orders for daily operations.
• Contact clients to schedule, confirm, reschedule, or cancel appointments.
• Enter and update appointments in the company scheduler.
• Maintain accurate job notes and status updates in the scheduling system.
• Communicate with contractors and follow up by email regarding job updates, scheduling, and outstanding information.
• Prepare and send Encircle Report
• Prepare complete reports regarding affected contents and submit them to the appropriate contractor or authorized party for review and disposal approval.
• Upload work authorization forms and non-restorable contents disposal authorization forms to Encircle for client review and signature.
• Follow up on outstanding client authorizations and approvals.
• Provide administrative and coordination support to Project Managers as required.
• Assist with other operational administrative tasks to support daily workflow.
• Provide administrative support to other departments during employee vacations or absences.
• Assist the Accounting Department with various administrative tasks as needed.
• Assist with preparing reports for management.
• Record meeting minutes when required.
• Participate in company committees and special projects.
• Perform other related duties as assigned.

Requirements

• Experience with data entry
• Experience with administrative work
• Bilingual (English and French)
• Valid driver’s licenseClean criminal record check before start date
• Strong organizational skills
• Excellent teamwork skills
• Experience working in an office environment
• Strong written and verbal skills in both French and English to communicate with all levels of the executive team, colleagues and employees
• Computer literacy, including effective working skills of MS Word, Excel, PowerPoint and e-mail required
• Excellent time management skills
• Politically and culturally sensitive
• High level of discretion with sensitive and confidential information

Working Conditions

• Fast paced environment
• Multi-Tasking
• Sitting and working at a computer for an extended period of time
• Staff of 50+ employees
• Overtime if needed
• Construction oriented company with disruptive environment at times
• Casual dress
• On-site parking
• Weekly direct deposit pay

Pay: From $60,000.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off

Application question(s):

• Are you organized?
• Are you comfortable with Technology (Microsoft Products)?
• HR / Administration Experience?
• Can you perform well under stress?

Work Location: In person