HR Administrative Assistant

Webuild; Toronto; On-site; CAD 38,000 - 48,000; Full time

Benefits offered by this job

RRSP matching

Group benefits

EAP (Employee & Family Assistance)

Work-life balance

Vacation 3-5 weeks

Training & development

Fitness discount

Job summary

Webuild is hiring an HR Administrative Assistant to support branch operations in Canada. You will organize resumes, certifications, and training records, format documents for bids, collect proposal documents, and track deadlines.

You’ll also schedule interviews, prepare onboarding packs, maintain confidential files, and assist with travel arrangements. The role includes coordinating meetings, handling office inquiries, and supporting HR tasks across a busy construction environment.

Qualifications

• 0-2 years of experience; recent graduates encouraged to apply.
• High school diploma required; college diploma or coursework in Business, HR or Office Administration is an asset.
• Clear written and verbal communication; strong organizational skills.

Responsibilities

• Keep employee resumes, certifications and training records organized and up to date in a shared filing system.
• Format resumes and documents into templates for bid submissions.
• Help collect documents for proposals (certificates, letters, forms) and track bid deadlines.
• Assist the Proposal Coordinator with printing, binding, file uploads and document checks.
• Schedule interviews and coordinate with candidates and hiring managers.
• Prepare onboarding packages and set up new hires (paperwork, IT access, desk).
• Maintain confidential employee files and trackers.
• Collect timesheets and vacation requests; process routine HR forms.
• Manage calendars, book rooms, organize meetings and bid reviews.
• Arrange travel and accommodations; greet visitors; take notes and prepare reports.

Skills

Time management

Organizational skills

Written & verbal communication

MS Office

Education

High school diploma

College diploma/HR or Admin coursework (asset)

Tools

Microsoft Office

Job description

Webuild is an international construction company of civil engineering pioneers who have been at the forefront of the construction business for 120 years. With over 92,000 employees worldwide representing more than 125 nationalities, we are a global player with Italian roots, specializing in complex infrastructure - innovative and sustainable works that improve lives. Over the past century, we’ve built some of the world's most iconic infrastructure projects.

At Webuild, our DNA is rooted in Excellence, Integrity, Respect, Trust, and Sustainable Innovation. Guided by these values, our mission is to protect the planet, care for our people, inspire progress, share prosperity, and spark partnerships. Together, we’re building a better future - responsibly, inclusively, and with purpose.

About the Job

We are hiring an HR Administrative Assistant to support our branch operations, reporting to the HRBP for Canada.

What You Will Be Doing?

• Keep employee resumes, certifications and training records organized and up to date in a shared filing system
• Format resumes and documents into the templates required for bid submissions
• Help collect documents for proposals, e.g. certificates, reference letters and signed forms
• Track deadlines for bid-related tasks and send reminders to team members
• Assist the Proposal Coordinator with printing, binding, file uploads and document checks before submission

HR Support

• Schedule interviews and coordinate with candidates and hiring managers
• Prepare onboarding packages and help set up new hires (paperwork, IT access, desk setup)
• Keep employee files and trackers organized and confidential
• Collect timesheets, vacation requests and other routine HR forms

Office Administration

• Manage calendars, book meeting rooms and arrange meetings and bid review sessions
• Order office supplies, coordinate with building management and vendors
• Organize travel and accommodation for staff and visitors
• Take meeting notes and prepare simple reports and correspondence
• Process expense reports and track invoices
• Greet visitors and handle general office inquiries

What We Are Looking For?

• High school diploma required; college diploma or coursework in Business, HR or Office Administration is an asset
• 0-2 years of experience; recent graduates, co-op students and career starters are encouraged to apply
• Excellent time management and organizational skills, with the ability to juggle multiple tasks and deadlines
• Strong attention to detail
• Clear written and verbal communication
• Comfortable with Microsoft Office (Word, Excel, Outlook); willing to learn new systems
• Reliable, proactive and able to handle confidential information with discretion

Why Choose Webuild?

• Competitive base salary with RRSP matching up to 4% (for permanent employees).
• Work on major linear infrastructure projects across Canada.
• Group Benefits from Day 1 (20+ hours/week, permanent roles)
• Employee and Family Assistance Program
• Work/life balance encouraged
• 3-5 weeks of vacation based on experience
• Tailored training and development
• 20% discount at GoodLife Fitness for Ontario employees

Join the Webuild Life

At Webuild, we believe diverse perspectives drive innovation, strengthen teams, and lead to better outcomes. We welcome applicants of all backgrounds, including but not limited to women, visible minorities, Indigenous Peoples, persons with disabilities, and members of the LGBTQ2S+ community. If you require accommodation during the recruitment process, please let us know.