Administration Office Assistant

Commissionaires Nova Scotia; Bedford; On-site; CAD 40,000 - 45,000; Full time

Benefits offered by this job

Health, drug, and dental benefits

Life and accident insurance

Annual vacation leave, plus up to 3 PD

Sick Days

Paid Federal Holidays

RRSP/TFSA matching

Annual loyalty award

Education assistance funds and family

Job summary

Commissionaires Nova Scotia is seeking an organized, detail-oriented Administration Office Assistant to support the People and Culture team. You will manage employee files, security clearances, and benefits, while assisting commissionaires and clients with timely HR support.

The role offers growth within a large national organization, with benefits, training, and advancement opportunities. The position follows a standard 8:00–16:00 schedule in Head Office in Nova Scotia.

Qualifications

• Administration experience required.
• Proficiency with Microsoft Office (Excel, Word, Outlook) required.
• Ability to obtain Government of Canada NATO Secret Clearance required.
• Confidential handling of sensitive information.
• Strong attention to detail and organizational skills.
• Customer service orientation and problem solving abilities.
• Excellent written and verbal communication.

Responsibilities

• Administer and maintain BambooHR employee records and access.
• Input, store, and protect confidential personnel files.
• Coordinate onboarding and offboarding processes.
• Respond to employee and client inquiries with timely support.
• Administer security clearance processes as Alternate Company Security Officer.
• Manage security clearance applications, upgrades, renewals, transfers, and cancellations.
• Monitor daily HR admin tasks and ensure confidentiality.
• Support HR projects and provide coverage for Senior HR Administrator.

Skills

Administration experience

Microsoft Office Suite

Attention to detail

Communication skills

Problem solving

Organizational skills

Customer service orientation

Rapid learning

Tools

BambooHR

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.