HR Operations Coordinator (Bilingual)

Egisgroup; Ottawa; On-site; CAD 55,000 - 75,000; Full time

Job summary

Egis Canada is seeking an HR Operations Coordinator to join the HR Shared Services team, supporting the Americas with day-to-day transactional HR work and data accuracy.

You will process HR transactions, onboarding activities, and inquiries via Zendesk, ensuring timely, professional service and consistent employee experiences.

This role requires 2-4 years in HR coordination, bilingual English/French, and a post-secondary HR-related credential; a strong eye for detail is essential.

Qualifications

• 2-4 years of HR coordinator/assist/administrative support experience
• Experience processing HR transactions and onboarding workflows
• Experience using a ticketing/case management system (e.g., Zendesk, ServiceNow) preferred
• Bilingual English/French (Canadian) required

Responsibilities

• Serve as first point of contact for employee and manager HR inquiries via Zendesk
• Manage a ticket queue with response SLAs and accurate notes
• Coordinate pre-employment activities and onboarding
• Process HR transactions (hiring, changes, leaves, terminations) accurately and timely
• Support SOPs, data quality checks, and continuous improvement initiatives

Skills

HR Coordination

Customer Service

English/French

Data Entry

Attention to Detail

Education

Associate's degree or diploma in HR

Bachelor's degree in HR or related field

SHRM-CP/PHR or similar certification

Tools

Zendesk

HRIS systems

ServiceNow

Job description

HR Operations Coordinator

The HR Operations Coordinator is a core member of the HR Shared Services team responsible for executing the day-to-day transactional and operational work that underpins HR service delivery across the Americas. This role manages employee and manager HR requests through a centralized intake system, processes HR transactions, coordinates onboarding activities, and maintains HR data accuracy. The HR Operations Coordinator is the execution engine of HR Shared Services - ensuring that every employee and manager receives a consistent, timely, and professional HR experience.

Key Responsibilities

Employee & Manager Support

• Serve as a first point of contact for employee and manager HR inquiries; receive, triage, and resolve requests through the Zendesk case management system
• Manage a ticket queue, responding to inquiries within established service level targets and maintaining accurate case notes and resolution documentation
• Escalate complex, sensitive, or unresolved requests to the HR Operations Manager or HR Business Partner as appropriate
• Provide clear and professional communication to employees and managers throughout the lifecycle of their requests

Onboarding & Pre-Employment

• Coordinate pre-employment activities including background check initiation and follow-up, reference coordination, and offer documentation processing
• Collect, verify, and process work authorization documentation in compliance with applicable regulations
• Manage new hire setup activities in HRIS systems and coordinate Day 1 readiness across relevant stakeholders
• Serve as a point of contact for new hires between offer acceptance and Day 1, answering questions and resolving issues in a timely manner

HR Transaction Processing

• Process HR transactions accurately and on time including new hires, job changes, compensation updates, leaves of absence, terminations, and employment verifications
• Complete all transactions in HRIS systems in accordance with established data entry standards and SOPs
• Conduct regular data quality checks and correct errors or inconsistencies identified during audits or routine processing

Process Adherence & Continuous Improvement

• Follow all standard operating procedures for HR processes; flag inconsistencies or SOP gaps to the team lead or manager
• Identify repetitive issues, process bottlenecks, or recurring errors and raise them to the team for resolution
• Support the adoption and ongoing use of HR technology tools including the ticketing system
• Assist with special projects and operational initiatives as directed by the HR Operations Manager or HR Operations Lead

Bilingual English/French Required

Education

• Associate's degree or post-secondary diploma in Human Resources, Business Administration, or a related field; or equivalent combination of education and relevant work experience Required
• Bachelor's degree in Human Resources, Business Administration, or a related field Preferred
• SHRM-CP, PHR, or other HR certification, or active pursuit thereof Preferred

Experience

• 2-4 years of experience in an HR coordinator, HR assistant, or HR administrative support role Required
• Demonstrated experience processing HR transactions and/or supporting onboarding workflows Required
• Experience using a ticketing or case management system (e.g., Zendesk, ServiceNow, or similar) Preferred

Language

• Bilingual English/French (Canadian) Required

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients.

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This role is eligible for a referral bonus in line with the Referral Program.

At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.