HR & Office Coordinator

Mosaic Forest Management Corporation; Nanaimo; On-site; CAD 60,000 - 75,000; Full time

Benefits offered by this job

Annual bonus

Benefits package

Pension plan

Paid vacation

Professional development

Maternity & parental leave

Job summary

Mosaic Forest Management Corporation in Nanaimo, BC is seeking a HR & Office Coordinator to balance day-to-day office operations with HR support, recruitment and employee lifecycle activities.

Reporting to the HR Manager, you will manage reception, liaise with vendors, coordinate onboarding, administer HRIS transactions and produce routine reports, all while maintaining confidentiality in a fast-paced environment. This on-site role offers a competitive salary, benefits and vacation.

Qualifications

• Post-secondary education in HR or a related field.
• 2+ years in office coordination or HR administration.
• Experience with recruitment and HRIS.
• Experience in office management and vendor coordination.
• Ability to handle confidential information with judgment.
• Strong communication, organization and customer-service skills.
• Proficiency with Microsoft Office.

Responsibilities

• Lead day-to-day office operations including reception and inquiries.
• Coordinate facility services, vendor relations and maintenance.
• Manage office supplies, access and mail services; support purchasing and invoicing.
• Support recruitment activities: postings, interviews, references and offers.
• Coordinate onboarding/offboarding and respond to HR inquiries; prepare letters.
• Administer HRIS transactions and maintain employee records/reports.

Skills

HR administration

Recruitment

HRIS

Office management

Confidentiality

Communication

MS Office

Teamwork

Adaptability

Education

Post-secondary HR education

Tools

HRIS system

Job description

Explore A Career At Mosaic

Mosaic is a diversified, 100% Canadian-owned land solutions company focused on long-term value creation from private forest lands and public forest tenures. Through an integrated, multi-use approach, Mosaic manages its land base across sustainable forestry, renewable energy, watershed services, recreation, real estate and carbon programs, bringing together innovation and stewardship to strengthen economic performance and environmental resilience. By aligning these complementary uses within a single land portfolio, Mosaic builds lasting value while helping shape the future of sustainable land management. Learn more at MosaicForests.com.

The Opportunity

Mosaic is seeking a HR & Office Coordinator to work out of ourNanaimo office on Vancouver Island, British Columbia .

The Role

Reporting to the HR Manager, the HR & Office Coordinator divides their time between day-to-day office coordination and HR support, including recruitment, employee lifecycle activities and HR systems. The role serves as a key point of contact, helping ensure office and HR processes run smoothly and efficiently. Specific responsibilities include, but are not limited to:

• Leading day-to-day office operations, including reception duties, responding to office inquiries and maintaining a welcoming, organized and functional workplace;
• Liaising with building management, vendors and contractors to coordinate facility services, maintenance, security and other workplace needs;
• Managing office supplies, building access, and mail courier services, while supporting purchasing and invoice administration;
• Supporting recruitment activities, including job postings, coordinating interviews, conducting reference checks and preparing offer documentation;
• Coordinating employee onboarding and offboarding, responding to routine HR inquiries, and preparing employee letters and correspondence; and
• Administering Human Resources Information Systems (HRIS) transactions and employee records, producing routine reports and helping maintain accurate HR data and processes.

What We’re Seeking:

• Post-secondary education in Human Resources, Business Administration, Office Administration or a related discipline, or an equivalent combination of education and experience;
• 2+ years of experience in office coordination or management, HR administration or a comparable combined role;
• Experience in recruitment and employee lifecycle activities and working with an HR information system;
• Experience in office management or support, including coordinating workplace operations, vendors and office supply management;
• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive employee information;
• Demonstrated ability to work independently and as part of a team in a fast-paced environment, with strong adaptability to shifting priorities; and
• Excellent communication, organization and customer-service skills, strong attention to detail, and proficiency with Microsoft Office.

Mosaic values diversity and recognizes that talent comes in many forms. Even if you don’t meet every qualification, we encourage you to apply. We’re eager to learn about your unique knowledge, skills and experiences.

What You Get

We are proud of our highly collaborative, respectful, and innovative work environment. Our employees are empowered with high levels of role autonomy and the ability to make decisions and lead change. At Mosaic, we believe in rewarding our employees with a comprehensive and competitive package that reflects the value they bring to our team. Here's a glimpse of what you can expect when you join us:

• Competitive compensation that matches your skills and experience.
• Annual bonus tied to both individual and company performance, recognizing your contributions to our success.
• Employer-paid premiums for a robust benefits package to support your wellness.
• Company-funded defined contribution pension plan to help secure your future.
• Generous paid vacation program, to recharge and relax.
• We also offer various additional benefits and programs, including maternity and parental leave EI top-ups, opportunities for continuing education and professional development.

All programs and benefits are subject to change.

Compensation

The annual salary range for this position is $60,000 to $75,000. Individual compensation is commensurate with skill, relevant experience, and education.

At Mosaic, we believe in creating a workplace where everyone feels they belong and can contribute their whole, authentic selves to help us achieve our strategic goals. We’re proud to be an Employer Partner of the Canadian Centre for Diversity and Inclusion and we are dedicated to fostering an inclusive environment that values diversity and promotes equity.