Human Resources Coordinator

OpTalent | Canada | Recruitment; Toronto; On-site; CAD 52,000 - 70,000; Full time

Job summary

mform is seeking an experienced Human Resources Coordinator to support recruitment, onboarding, records, HRIS, benefits and compliance. You will be the first point of contact for routine HR inquiries and ensure processes comply with policies and laws.

Collaborating with the HR Business Partner and HR Director, you will maintain HR operations and enable the team to focus on strategic partnership and employee experience across multiple sites.

Qualifications

• University degree or college diploma in Human Resources, Business Administration or a related discipline.
• CHRL designation is an asset.
• Minimum 2-4 years of progressive HR administration or HR coordination experience.
• Experience supporting recruitment, onboarding, benefits administration and HRIS.
• Working knowledge of Ontario employment legislation and HR best practices.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and HRIS tools.

Responsibilities

• Coordinate recruitment administration activities, including posting vacancies, scheduling interviews and candidate communications.
• Prepare employment offers, employment agreements and recruitment documentation.
• Coordinate onboarding activities and new hire packages.
• Coordinate employee departures and offboarding.
• Maintain accurate employee files and HR records.
• Respond to routine employee inquiries regarding HR policies and programs.
• Manage employee benefits enrollments and HRIS data.
• Monitor compliance, reporting and HR calendars; support audits and training.

Skills

Strong organizational skills

Time management

Attention to detail

Communication skills

Problem-solving

Multitasking

Education

University degree or college diploma in Human Resources, Business Administration or related discipline

CHRL designation (asset)

Tools

HRIS systems

Microsoft Office

SharePoint

Microsoft Teams

Excel

Job description

The Human Resources Coordinator is responsible for coordinating and administering the day-to-day operational activities of the Human Resources department, ensuring the efficient delivery of HR services throughout the employee lifecycle.

This role provides operational support across recruitment, onboarding, employee records, HR systems, benefits administration, compliance, reporting, Health & Safety administration and employee services. The HR Coordinator serves as the first point of contact for routine Human Resources inquiries while ensuring HR processes are delivered accurately, consistently and in compliance with company policies and legislative requirements.

Working closely with the HR Business Partner and HR Director, the HR Coordinator plays a key role in supporting employees, maintaining HR operations and creating the capacity for the HR team to focus on strategic and business partnership activities.

Roles & Responsibilities * The duties of this position include, but are not exclusively limited to, those detailed in this description. As the organization evolves, new responsibilities may emerge to meet business needs, enhance team collaboration, or address shifting priorities. Adaptability and a proactive approach are essential, as the role may require contributions beyond the outlined tasks.

Major Position Duties and Responsibilities

1. Recruitment Administration

• Coordinate all recruitment administration activities, including posting vacancies, scheduling interviews and coordinating candidate communications.
• Prepare employment offers, employment agreements and recruitment documentation.
• Coordinate pre-employment activities including reference checks, background checks and onboarding requirements.
• Maintain recruitment records and applicant tracking information.
• Support recruitment initiatives to ensure a professional and positive candidate experience.

2. Onboarding & Offboarding

• Coordinate onboarding activities for new employees.
• Prepare new hire packages and ensure all employment documentation is completed accurately.
• Coordinate employee departures, including offboarding activities.
• Ensure onboarding and offboarding processes are completed consistently across mform.
• Support managers in delivering a positive onboarding and offboarding experience.

3. HR Administration & Employee Services

• Prepare employment letters, employment agreements and other HR documentation.
• Maintain accurate employee personnel files and Human Resources records.
• Respond to routine employee inquiries regarding HR policies, procedures and programs.
• Maintain strict confidentiality of employee information.
• Support day-to-day HR administration while delivering exceptional customer service to employees and managers.

4. Benefits & HRIS Administration

• Manage employee benefit enrollments, changes and terminations.
• Act as the primary liaison with benefit providers for routine administrative matters.
• Maintain accurate employee information within the Human Resources Information System (HRIS).
• Support leave administration and maintain associated documentation.
• Assist with annual benefits renewals and employee communications.

5. Compliance, Reporting & HR Coordination

• Support payroll with biweekly reporting of employee actions.
• Monitor probationary review periods and notify managers of upcoming milestones.
• Track mandatory training, certifications and legislative compliance requirements.
• Prepare regular Human Resources reports and maintain departmental records.
• Support HR audits and ensure employee records remain accurate and compliant.
• Maintain HR calendars, reporting schedules and departmental documentation.
• Coordinate internal and external training sessions.
• Maintain employee training records and learning histories.
• Support onboarding and learning initiatives through scheduling and administration.
• Monitor completion of mandatory training programs.
• Assist with administration of mform’s performance management process.

7. Health & Safety Administration

• Maintain Health & Safety documentation and legislative records as required.
• Track mandatory Health & Safety certifications and training requirements.
• Support workplace incident reporting and documentation.
• Assist with Health & Safety compliance initiatives across mform.

8. HR Operations & Continuous Improvement

• Support the HR Business Partner and HR Director in the implementation of HR programs and initiatives.
• Identify opportunities to improve HR administrative processes and service delivery.
• Assist with departmental projects and continuous improvement initiatives.
• Maintain HR templates, forms and documentation to ensure consistency across mform.
• Contribute to a collaborative, service-oriented HR team focused on delivering a positive employee experience.

Qualifications

• University degree or college diploma in Human Resources, Business Administration or a related discipline.
• Certified Human Resources Leader (CHRL) designation or working towards designation an asset.
• Minimum 2-4 years of progressive of HR administration or HR coordination experience.
• Demonstrated experience supporting recruitment, onboarding, benefits administration and Human Resources Information Systems.
• Working knowledge of Ontario employment legislation and Human Resources best practices.
• Experience working in a fast-paced, customer-focused environment.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities accurately and on time.
• Strong problem-solving and organizational skills.
• Proficiency in Microsoft Office and Human Resources Information Systems.
• High level of professionalism, discretion and confidentiality.
• Ability to work across multiple sites an asset.

Technical Skills

• Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Microsoft Teams
• SharePoint
• Human Resources Information Systems (HRIS)