Office jobs in Nanaimo, BC

Company Overview

Hullo Ferries operates a high-speed passenger ferry service connecting Vancouver and Vancouver Island across the Salish Sea. Committed to providing comfortable, efficient, and friendly transportation, we prioritize community connection and exceptional customer experience.

Overview

We are seeking a dynamic Human Resources Administrator / Human Resources Generalist to join our team! This role offers an exciting opportunity to support our HR functions, streamline processes, and foster a positive workplace culture. You will be instrumental in managing HRIS systems, talent acquisition, employee relations, and administrative tasks that keep our organization running smoothly. If you thrive in a fast-paced environment and are passionate about human resources management, this position is perfect for you!

HR Administrator / HR Generalist

Position Overview

The HR Administrator / HR Generalist provides day-to-day administrative and operational support to the Human Resources function, reporting directly to the Chief Human Resources Officer (CHRO).

This role is responsible for ensuring that core HR processes run efficiently and that employees receive a positive, organized experience throughout their employment lifecycle from recruitment and onboarding through to offboarding. The role will maintain accurate employee records, coordinate recruitment activities, support HR programs and initiatives, and provide general administrative support to the broader organization.

The ideal candidate is highly organized, detail-oriented, approachable and comfortable working in a fast-paced operational environment. This is an excellent opportunity for an HR professional looking to develop broad HR experience while working closely with a senior HR leader.

Key Responsibilities

HR Administration & Employee Records

• Provide day-to-day administrative support to the CHRO and HR function.
• Maintain accurate and confidential employee personnel files and HR records.
• Ensure employee information, documentation and records are kept current and organized.
• Support the administration of the HRIS/HRMS, including employee information, documentation, onboarding and offboarding records.
• Prepare HR correspondence, letters, forms and other documentation as required.
• Assist with tracking employee certifications, training, licenses and other required documentation.
• Maintain HR calendars, trackers and reporting as required.
• Support the preparation of basic HR reports and employee data.
• Ensure HR documentation is handled confidentially and in accordance with company policies and privacy requirements.

Recruitment & Talent Acquisition Support

• Coordinate all recruitment activities in partnership with the Talent Acquisition Lead and hiring managers such as:
• Prepare and post job advertisements across appropriate recruitment platforms.
• Screen applications and coordinate initial candidate communications.
• Schedule interviews and coordinate communication between candidates and     hiring managers.
• Maintain recruitment trackers and ensure candidates receive timely updates.
• Prepare offer letters, employment documentation and new-hire paperwork.
• Coordinate pre-employment requirements and ensure all required         documentation is completed.
• Participate in recruitment events, career fairs and other talent-attraction activities as required.
• Support the development of relationships with schools, colleges and other recruitment partners.

Onboarding

• Coordinate and administer the employee onboarding process from offer acceptance through to the employee's first day.
• Prepare onboarding packages, employment documentation and HRIS entries.
• Coordinate orientation sessions and ensure new employees receive information regarding company policies, procedures, benefits and workplace expectations.
• Coordinate uniforms, PPE, access cards, equipment and other new-hire requirements.
• Work with managers and other departments to ensure new employees have the tools and resources required to be successful.
• Maintain onboarding checklists and ensure all required documentation is completed and filed.

Offboarding & Employee Lifecycle Administration

• Coordinate the administrative aspects of employee departures.
• Prepare offboarding documentation and ensure required forms are completed.
• Coordinate return of company property, uniforms, equipment and access cards.
• Update HRIS and employee records following termination or resignation.
• Support exit interview processes and maintain appropriate documentation.
• Ensure employee files are complete and appropriately archived.

Employee Support

• Serve as a friendly and professional first point of contact for routine employee HR questions.
• Direct more complex employee relations, payroll, benefits or policy matters to the CHRO or appropriate internal resource.
• Assist employees with accessing HR forms, policies and resources.
• Support employee engagement, recognition and wellness initiatives.
• Assist with employee communications and HR-related announcements.

Office & General Administration

• Coordinate ordering and distribution of employee uniforms and PPE.
• Maintain inventory of office and HR supplies and coordinate reordering as required.
• Assist with planning and coordinating employee events, meetings, celebrations and team-building activities.
• Coordinate catering, supplies, room bookings and other logistics for company events and meetings.
• Maintain organized HR and office filing systems.
• Assist with purchasing, invoices and expense administration related to HR and office activities.
• Provide general administrative support to the leadership team and other departments as required.

HR Programs & Projects

• Support the CHRO with the implementation of HR initiatives, projects and process improvements.
• Assist with employee engagement surveys and other feedback initiatives.
• Support the administration of training and professional development activities.
• Assist with updating HR policies, procedures, forms and employee resources.
• Participate in special projects related to employee experience, organizational development and workplace culture.
• Identify opportunities to improve administrative processes and the employee experience.

Qualifications & Experience

• 1–3 years of experience in an HR administration, office administration or related role.
• Post-secondary education or coursework in Human Resources, Business Administration or a related discipline is preferred.
• Working knowledge of basic HR practices and employment standards.
• Experience working with an HRIS/HRMS or other employee management system is an asset.
• Experience with recruitment coordination and onboarding is an asset.
• Strong proficiency with Microsoft Office, particularly Outlook, Word and Excel.
• Experience in a fast-paced operational or service environment is an asset.
• Experience in a marine, transportation, hospitality or unionized environment would be considered an asset.

Skills & Attributes

• Highly organized with exceptional attention to detail.
• Strong written and verbal communication skills.
• Professional, approachable and service-oriented.
• Able to manage multiple priorities and deadlines.
• Demonstrates discretion when handling confidential employee information.
• Proactive and comfortable taking ownership of administrative tasks.
• Strong interpersonal skills and the ability to work effectively with employees at all levels.
• Comfortable working independently while knowing when to escalate matters to the CHRO.
• Strong problem-solving and follow-through skills.
• Adaptable and willing to support a variety of HR and general business needs.

What Success Looks Like

Success in this role will be demonstrated through:

• Accurate and well-maintained employee records.
• Consistent and efficient onboarding and offboarding processes.
• Timely and organized recruitment coordination.
• Employees receiving responsive and professional HR support.
• Uniforms, PPE, supplies and other administrative requirements being managed proactively.
• HR processes and documentation being completed accurately and on time.
• Strong administrative support for the CHRO and leadership team.
• A positive and professional employee experience throughout the employment lifecycle.

Join us at Hullo Ferries to be part of a vibrant team dedicated to connecting communities while fostering a supportive workplace environment!

Pay: $65,000.00-$80,000.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care

Work Location: In person