HR Specialist

HR Specialist Role Description and Requirements

Department: People Experience & Organizational Development
Reports To: Director, People Experience & Organizational Development

Position Summary

The HR Specialist is responsible for the administration and coordination of day-to-day HR operations across the employee lifecycle. This role supports recruitment, onboarding, benefits administration, HR records management, payroll coordination, reporting, employee communications, and Health & Safety administration.

The position provides operational support to the Director, People Experience & Organizational Development and helps ensure HR processes are delivered accurately, consistently, and efficiently.

Key Responsibilities

Recruitment & Hiring Coordination

• Coordinate recruitment activities from job posting through onboarding.
• Schedule interviews and coordinate hiring logistics.
• Prepare offer documentation.
• Maintain candidate records and recruitment reporting.
• Support hiring managers throughout the recruitment process.

 Employee Onboarding & Offboarding

• Coordinate new hire onboarding activities and documentation.
• Prepare employment agreements and onboarding packages.
• Ensure employee records and system access requests are completed.
• Coordinate exit processes and offboarding documentation.
• Maintain electronic employee files. 

HR Administration

• Maintain HRIS records and employee databases.
• Prepare employment letters and standard HR documentation.
• Assist with vacation management, employee changes, and HR metrics.

 Benefits Administration

• Coordinate benefits enrollments, changes, and terminations.
• Respond to employee benefit inquiries.
• Maintain leave and benefit records.
• Support benefit invoice reconciliations.

Payroll Coordination

• Coordinate new hire, termination, compensation, and benefit updates for payroll processing.
• Support payroll related audits and reporting activities.

Health & Safety Administration

• Coordinate Joint Health & Safety Committee meetings.
• Maintain Health & Safety records and documentation.
• Track inspections, incident reporting, and corrective actions.
• Coordinate safety training and certification tracking.
• Assist with WCB/WorkSafe administration and documentation.
• Maintain Health & Safety reporting requirements.

Employee Experience Support

• Assist with employee engagement initiatives and recognition programs.
• Support company events and culture initiatives.
• Coordinate employee communications via emails, viva engage and other channels.
• Assist with surveys and feedback processes.

Measures of Success

Operational Excellence

• Accurate employee records.
• Timely HR administration.
• Accurate onboarding and offboarding processes. 
• Improved employee and manager feedback on onboarding.

Employee Service

• Timely responses to employee inquiries (within the working day).
• Positive employee experience feedback.

Benefits & Payroll Accuracy

• Minimal payroll input errors.
• Accurate and timely benefit administration.

Health & Safety Coordination

• Implementation of the Heath and Safety program
• Timely committee meetings.
• Accurate documentation and reporting.
• Completion of assigned follow-up actions.

Qualifications

• Diploma or Degree in Human Resources, Business Administration, or a related field.
• 3–5 years of HR coordination or HR administration experience.
• Experience with HRIS systems (preferably ADP), recruitment administration, and benefits administration.
• Understanding of basic employment legislation and Health & Safety requirements.
• CPHR designation or active pursuit considered an asset.