Medical Office Administration jobs in Kingston, ON

About Us

We are a privately held organization headquartered in Kingston, Ontario, with a diverse portfolio spanning residential and commercial real estate development, property management, and luxury hospitality. Our properties reflect a commitment to quality, design, and the guest and resident experience. We are a tight, entrepreneurial team that moves quickly and takes pride in the caliber of work we put into the world.

We are recruiting on a confidential basis. The employer will be identified to candidates who are selected to move forward to an interview.

The Opportunity

We are looking for a Human Resources Generalist to support the full employee lifecycle across the portfolio. This is a hands-on role in a small HR function. You will move between recruitment, onboarding, employee relations, policy, health and safety, and compliance within the same week, and you will own your work end-to-end without a large support structure behind you.

You will support employees and managers across property management, construction, development, and hospitality, working with both head office staff and site-based teams. The work is varied and practical, touching almost every part of the business.

We are actively building AI into how we work, and we want a Generalist who treats that as an advantage to press rather than a project to administer.

Key Responsibilities

Recruitment & Talent Acquisition

Draft job descriptions and postings, working with hiring managers to define scope, requirements, and compensation range. Manage postings across job boards and sourcing platforms, monitor applicant flow, and adjust advertising where response is weak. Screen applications, conduct phone screens, and coordinate interviews, including preparing interview guides and scoring criteria aligned with the competencies the role actually requires. Complete reference checks and prepare offer packages and employment agreements for review. Maintain recruitment records in line with statutory retention requirements.

Onboarding & Offboarding

Coordinate pre-start logistics, including workspace, equipment, system access, uniforms, and orientation. Deliver new hire orientation covering company policies, health and safety, and required statutory training. Prepare and track onboarding documentation, including employment agreements, policy acknowledgments, and benefit enrolment. Schedule and follow through on 30-, 60-, and 90-day check-ins with new hires and their managers. Manage offboarding end-to-end, including exit interviews, return of company property, access revocation, final documentation, and Record of Employment timing.

Employee Relations & Performance

Act as the first point of contact for employee questions on policy, entitlements, and workplace concerns. Support managers through performance conversations, coaching plans, and progressive discipline, and prepare the supporting documentation. Conduct or support workplace investigations into harassment, violence, and conduct complaints, maintaining confidentiality and procedural fairness throughout. Administer the performance review cycle and drive follow-through on documented outcomes. Escalate matters with legal or reputational risk and prepare briefing materials for external counsel as required.

Policy, Compliance & Records

Draft, update, and communicate HR policies, and maintain the employee handbook. Maintain compliance with the Employment Standards Act, 2000, the Occupational Health and Safety Act, the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, and applicable privacy legislation. Monitor legislative change and recommend policy and practice updates in response. Maintain accurate and secure employee records across multiple related corporate entities, respecting the distinctions between employers of record. Prepare reporting on headcount, turnover, recruitment activity, and other measures as requested.

Health, Safety & Disability Management

Support the Joint Health and Safety Committee, including scheduling, taking minutes, and following up on recommendations. Administer workplace injury reporting, WSIB claims, and Form 7 filings within statutory timelines and against the correct employer account. Coordinate return to work and accommodation plans, including physical demands analysis, modified duties, and communication with treating practitioners and WSIB case managers. Manage medical and non-medical leaves of absence, including tracking, communication, and reintegration planning.

Compensation, Benefits & Payroll Support

Payroll processing is not part of this role. You will gather, verify, and submit the information payroll requires, including new hire data, status and rate changes, terminations, leaves, and supporting documentation, and hand it off to the payroll owner. Administer group benefit enrolments, changes, and terminations, and act as liaison with the benefits provider. Support compensation benchmarking and salary range development using published wage data and market sources. Respond to employee questions on entitlements, vacation accrual, and benefit coverage, escalating payroll calculation questions to the payroll owner.

Immigration & Temporary Foreign Worker Support

We anticipate using the Temporary Foreign Worker Program to support hiring in construction, trades, property maintenance, and cleaning. Support the preparation and submission of Labour Market Impact Assessment applications, including recruitment evidence, wage documentation, and transition planning. Manage the advertising and recruitment steps required to support an application, including the extended advertising periods that apply to low-wage stream positions. Track stream eligibility, regional processing restrictions, wage thresholds, and workforce proportion caps, and flag changes that affect hiring plans. Maintain the documentation required to demonstrate employer compliance during an inspection, including wage, hours, and working condition records, for the full statutory retention period. Coordinate with external immigration counsel or a licensed consultant on work permit matters, and support foreign workers with onboarding, orientation, and settlement logistics.

Technology, Systems & AI-Enabled HR Operations

Use approved AI tools competently in day-to-day HR work, including drafting job descriptions and postings, summarizing documentation, researching legislative requirements, and preparing first drafts of policies and correspondence. Apply sound judgment to what comes back, verifying accuracy and legal currency before anything is relied on, shared, or sent. Contribute to the development and refinement of AI-supported HR workflows, and document repeatable processes to ensure consistent use across the function. Handle employee and candidate information in line with privacy obligations and company data governance requirements, using only approved tools. Maintain proficiency with the company technology stack, including the HRIS, payroll system, property management system, and document management platforms.

Who You Are

• A closer. You carry work to completion in an environment with competing priorities and few reminders.
• Sound in your judgment. You know what you can decide on your own and what needs to be escalated, and you do not confuse the two.
• Discreet. You handle sensitive matters without commentary and hold confidence across every level of the organization.
• Practical about compliance. You translate legislation into workable operating practice rather than treating it as an abstraction.
• A clear writer. You draft policies, letters, and documentation that would hold up if someone outside the company read them closely.
• Adaptable. You move between business lines, sites, and problem types without losing accuracy.
• Curious about AI. You have used AI tools at work, or you are genuinely interested in learning how they can improve output across a team. You see them as a way to do more, not a threat.
• Steady under pressure. You stay level when several things need attention at once, and people trust you with the difficult conversations.

Qualifications

• Post-secondary education in human resources, business administration, or a related discipline.
• Three or more years of progressive generalist experience covering recruitment, employee relations, and compliance.
• Working knowledge of the Employment Standards Act, 2000, the Occupational Health and Safety Act, and the Ontario Human Rights Code, with the ability to apply them to real situations.
• Demonstrated discretion and sound judgment in handling confidential and sensitive information.
• Strong written communication, including policy, correspondence, and investigation documentation.
• Working familiarity with AI tools such as Microsoft Copilot, ChatGPT, or Claude, or a clear willingness to learn and apply them on the job.
• Advanced Microsoft Office skills, including Excel, Word, and Outlook, and comfort learning new systems quickly.
• Valid driver’s license and access to a vehicle for travel between company properties.
• Experience preparing or supporting Labor Market Impact Assessment applications and familiarity with employer obligations under the Temporary Foreign Worker Program are significant assets.
• CHRP designation or active candidacy is an asset.
• Experience in property management, construction, hospitality, or another multi-site operating environment is an asset.
• Experience administering WSIB claims and return-to-work programs is an asset.
• Experience supporting multiple corporate entities with distinct payroll and statutory accounts is an asset.

Reporting & Working Environment

This role reports to a senior member of the leadership team. It is based in our Kingston office, with regular travel between properties across the portfolio and occasional attendance at active construction and maintenance sites, where appropriate personal protective equipment is required. Hours are regular full-time, with occasional flexibility for incidents, investigations, and time-sensitive filings. The role combines desk-based work with site attendance. We support 40 hours of professional development per year.

Pay: $62,000.00-$75,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care
• On-site parking

Ability to commute/relocate:

• Kingston, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Human resources management: 3 years (required)

Licence/Certification:

• CHRP designation (required)

Work Location: In person