Administration Office Assistant

Commissionaire; Bedford; On-site; CAD 40,000 - 45,000; Full time

Benefits offered by this job

Competitive pay rate

Health, drug, and dental benefits

Life and accident insurance

Annual vacation leave + 3 paid days

Sick days

Paid federal holidays

RRSP/TFSA matching

Education assistance funds

Advancement opportunities

Job summary

Commissionaires Nova Scotia is seeking an organized Administration Office Assistant to join the People and Culture team. You will oversee employee files, security clearances, benefits, and HR processes while supporting the Senior HR Administrator.

This role requires admin experience, MS Office proficiency, and the ability to obtain NATO Secret Clearance. The position is based in Nova Scotia with a competitive benefits package and growth opportunities within a national organization.

Qualifications

• Administration experience required.
• Proficiency in Microsoft Office (Excel, Word, Outlook) required.
• Ability to obtain Government of Canada NATO Secret Clearance required.
• Strong attention to detail and organizational skills.
• Excellent communication and customer service skills.
• Ability to learn quickly and maintain confidentiality.

Responsibilities

• Administer and maintain the HR Information System (BambooHR) with accurate employee records.
• Manage employee files securely in electronic and hard-copy formats.
• Coordinate onboarding and offboarding processes.
• Respond to employee and client inquiries with timely, professional support.
• Serve as Alternate Company Security Officer (ACSO) handling security clearances.
• Process security clearances and renewals through federal government systems.
• Support HR projects and provide backup for the Senior HR Administrator.
• Perform general HR and admin duties as needed.

Skills

Administration

MS Office

NATO Secret Clearance

Tools

PSPC Security Information Management System

Job description

Commissionaires Nova Scotia (CNS) is the province’s leading provider of security, safety, training, and identification services and only not-for-profit security provider. As part of the Canadian Corps of Commissionaires, we are proud to provide meaningful employment opportunities for veterans of the Canadian Armed Forces and RCMP, their families, and others who want to contribute to the safety and well-being of Nova Scotians.

Recognized with the 2025 Canadian Outstanding Security Performance Award (OSPA) for Outstanding Partnership, Commissionaires is committed to delivering high-quality services while creating a workplace where our people can build meaningful and rewarding careers.

We are currently seeking an organized, detail-oriented, and service-focused Administration Office Assistant to join our People and Culture team. This role supports the day-to-day administration of employee files, ensuring accurate records, timely processing, and responsive support to employees and the team. The Administrative Office Assistant is responsible for working with Human Resources Senior Administrator to accurately maintain administration for employee files, security clearances and benefits, along with assisting commissionaires and clients.

WHAT WE OFFER

A sought-after employer and community partner, we can help you achieve your goals through challenging work, professional development, and career advancement opportunities. We strive to continually improve and leverage technology in the security industry across Nova Scotia.

Join the 2025 OSPA Award winning team and benefit from:

• Competitive pay rate
• Health, drug, and dental benefits
• Life and accident insurance
• Annual vacation leave, plus up to 3 paid personal days per year
• Sick Days
  
• Paid Federal Holidays
• Commissionaires Retirement Savings Program (RRSP/TFSA matching)
  
• Annual paid loyalty award
• Education assistance funds and family scholarship programs
• Advancement opportunities within a large, national organization

Key Responsibilities:

• Administer and maintain the HR Information System (BambooHR), ensuring accurate employee records, reporting, and appropriate employee and manager access.
• Ensure the accurate input, maintenance, confidentiality, and secure storage of employee personnel files in both electronic and hard-copy formats.
• Coordinate and manage employee onboarding and offboarding processes, including documentation, system updates, and employee communications.
• Respond to and direct employee and client inquiries, providing timely and professional support.
• Serve as the Alternate Company Security Officer (ACSO), administering employee security clearance processes in accordance with federal government requirements.
• Process and maintain security clearances, including new applications, upgrades, renewals, transfers, and cancellations through the appropriate federal government systems.
• Monitor and manage the day-to-day administration of employee security clearances, ensuring compliance, accuracy, and timely processing.
• Maintain confidentiality of sensitive employee and security-related information and records.
  
• Support the Senior HR Administrator with HR projects, initiatives, and day-to-day administrative responsibilities.
• Provide backup support for the Senior HR Administrator during absences, ensuring continuity of HR operations.
• Perform a variety of general HR and administrative duties as required to support organizational objectives.

Skills and Abilities: (Minimum Required)

• Administration experience [required]
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) [required]
• Ability to obtain a Government of Canada NATO Secret Clearance [required]
• Ability to handle sensitive information with confidentiality and professionalism.
• Strong attention to detail and organizational skills.
• Consistent focus on continuous improvement and service excellence
• Excellent communication and interpersonal skills both verbal and written.
• Excellent customer service orientation and problem-solving abilities.
• High-level of motivation and ability to learn new skills / content quickly.

Preferred Skills:

• 3+ years of experience in administration / assistant or HR coordination.
• Experience with HR systems,PSPC Security Information Management System and benefits platforms.
• Analytical mindset with the ability to interpret data.

Working Conditions

Pay rate: $40,000 - $45,000

This is a Head Office staff position working 0800-1600 Monday to Friday. In certain instances, some overtime or travel may be required.

READY TO JOIN US?

Our goal is to create an inclusive, diverse workplace representative, at all job levels, of the citizens we serve. At Commissionaires, we support, value, and respect the different views, cultures, and experiences of our employees, clients, business partners, and community members. We welcome applicants who identify as Indigenous/Aboriginals, or African Nova Scotians and/or Other Racially Visible Persons, or Persons with Disabilities, or Persons who identify in the 2SLGBTQ+ community, or others who reflect the diversity of Nova Scotian communities. If you are a member of one of these equity groups, you are encouraged to self-identify on your cover letter or during the application process.

We thank all applicants for their interest, but only those chosen for an interview will be contacted.