Human Resource Administrative Support Job Description
Job Title: Human Resource Administrative Support
Reports to: President, VaughanAir
Job Type: Full-time; Non-Exempt
Location: Vaughan, ON, Canada, Onsite
Pay: $22.00 - $25.00 CAN
VaughanAir (VaughnAir.com) is a member of The UEP Group (TheUEPGroup.com) portfolio of companies. VaughanAir is a leading manufacturer of prefabricated duct systems and enclosures.
Our company delivers exceptional customer service throughout the purchasing cycle, from the initial estimate to product delivery, along with top-quality products that meet the evolving needs of the industry. We take pride in our work and hold ourselves to the highest standards on every project, ensuring excellence from start to finish
Position Overview
The Human Resource Administrative Support provides a combination of human resources and general office administrative support for the company. This position assists with employee records, payroll preparation, onboarding and offboarding, while also managing routine office operations, facility needs, correspondence, supplies and visitor support. The ideal candidate is organized, dependable, approachable, and able to balance HR responsibilities with the day-to-day administrative needs of the office.
Key Responsibilities
- Office Administrative Support
- Human Resources Support
- Onboarding & Offboarding
- Payroll Support
Office Administration Support
- Manage routine office administrative responsibilities, including answering telephone calls, monitoring emails, and responding to general inquiries.
- Greet visitors and direct them to the appropriate employee or department.
- Open, sort, and distribute incoming mail and prepare outgoing mail and courier shipments.
- Order, organize, and maintain office and kitchen supplies.
- Operate office equipment and coordinate service or repairs when needed.
- Assist with organizing meetings, employee events, training sessions, and conferences.
- Coordinate facility maintenance and repair requests with building management, maintenance staff, and outside service providers.
- Process building-access requests, coordinate access cards, and maintain current records of authorized personnel.
- Support shipping & receiving of parcels & samples to VaughanAir’s customers.
- Participate in JHSC meeting. Post meeting minutes and track action items.
- Assist management and other departments with administrative projects as needed.
- Perform other related duties as assigned.
Human Resources Support
- Help maintain and ensure employee records, job classifications, compensation changes, scheduling information, union dues, and other employment changes are processed in accordance with applicable collective agreements.
- Support shop-floor staffing needs by recruiting and assisting with the hiring of qualified employees as needed.
- Enter and update employee information in the HRIS, including job information, compensation, union classifications, benefit elections, and employment status changes.
- Review employee and HRIS information for accuracy and completeness.
- Prepare routine HR correspondence, reports, forms, and employee communications.
- Assist employees and managers with general questions regarding payroll, benefits, timekeeping, company policies, and HR systems.
- Refer complex, confidential, or sensitive employee matters to management.
- Assists with risk safety, certification tracking, training and WSIB claims.
- Provide basic training and support to employees and managers on HRIS and timekeeping systems.
- Support compliance with applicable Ontario and federal labor legislation, collective agreements, and company policies.
- Support other projects and activities as assigned.
Onboarding & Offboarding
- Assist with onboarding new employees, including preparing offer letters and new-hire documents.
- Coordinate orientation schedules and first-day activities.
- Assist with new-hire orientation by reviewing company policies, payroll procedures, benefits, workplace expectations, and health and safety information.
- Coordinate with IT, managers, and external service providers to arrange equipment, system access, email accounts, and building access.
- Assist with offboarding activities under the direction of Human Resources management.
- Coordinate the return of access cards, keys, computers, mobile devices, and other company property.
- Assist with account deactivation, Records of Employment, final documentation, and employee file closure.
- Update company property and access records when employees join or leave the company.
Payroll Support
- Assist with preparing and processing payroll for Canadian employees.
- Review timecards and payroll information for accuracy, including regular hours, overtime, vacation, public holidays, leaves, commissions, wage adjustments, and approved deductions.
- Enter payroll changes and supporting information into the HRIS or payroll system.
- Assist with administering benefit deductions, retirement contributions, union dues, garnishments, and other authorized deductions.
- Help research and resolve payroll discrepancies with employees, managers, Human Resources, Finance, and the payroll provider.
- Assist with preparing Records of Employment, T4 slips, and other payroll-related documents.
- Maintain accurate payroll and timekeeping records.
- Support payroll processes in accordance with applicable Ontario employment standards, Canadian payroll requirements, collective agreements, and company policies.
- Escalate unusual or complex payroll matters to management
Please note, this list of responsibilities is not comprehensive and may be adjusted at any time by management's discretion to meet the evolving needs of the organization
QualificationsQualifications
- Completion of secondary school or an equivalent combination of education, training, and relevant experience.
- Previous experience in human resources, payroll, office administration, or a similar support position.
- Knowledge and understanding of Ontario’s Employment Standards Act, 2000 (ESA) and its application in the workplace is required.
- Experience using an HRIS, payroll system, or timekeeping system.
- Experience working in a unionized environment is a must.
- Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
- Strong organizational and time-management skills.
- Ability to balance HR responsibilities with general office priorities.
- Strong attention to detail and commitment to maintaining accurate records.
- Effective written and verbal communication skills.
- Ability to handle confidential and sensitive information appropriately.
- Strong customer-service and problem-solving skills.
- Ability to work independently and as part of a team.
- Ability to recognize when an issue should be referred to management.
Physical demands:
- Regularly required to sit and work at a computer for extended periods.
- Frequently required to use a keyboard, mouse, telephone, and other standard office equipment.
- Regularly required to communicate with employees, visitors, vendors, and other business contacts in person, by telephone, and electronically.
- Occasionally required to stand, walk, bend, reach, or move throughout the office.
- Occasionally required to lift, carry, move, or organize office supplies, files, and equipment weighing up to 25 pounds (approximately 11 kilograms).
- Must be able to access and retrieve information from electronic and physical filing systems.
- Must be able to perform detailed administrative work requiring sustained attention and accuracy.
Reasonable accommodation will be provided for qualified individuals with disabilities in accordance with the Ontario Human Rights Code and applicable accessibility legislation.
Work Environment:
- Work is primarily in an office environment.
- Successful candidate must be able to operate standard office equipment.
- Must be able to use a computer to access, input and retrieve information.
- Regular use of warehouse equipment, including pallet jacks, forklifts, and barcode scanners.
- Noise levels may vary and can be moderate to high during peak operational periods.
- Must adhere to all company safety policies and use required personal protective equipment (PPE) when applicable.
What We Offer:
This is an opportunity to join a dynamic, entrepreneurial company whose team members share a commitment to having a strong work ethic, are trusted subject matter experts, who deliver exceptional quality of work, and are dependable team players.
VaughanAir Canada, ULC, its affiliate companies, and all portfolio companies of The UEP Group are equal opportunity employers, abiding by all employment regulations and does not discriminate based on any protected classes.
