Human Resources Coordinator

Purchaseyourfreedom; Toronto; Hybrid; CAD 45,000 - 65,000; Full time

Job summary

Indigo in Toronto, Canada, is seeking an HR Coordinator to deliver responsive HR administrative support across core people processes. You will be the first point of contact for routine inquiries, maintain accurate employee data, and support onboarding and lifecycle transactions in partnership with HR teams.

You will handle documentation, ensure privacy and compliance, and contribute to a high-quality HR service experience across Retail and Home Office teams.

Qualifications

• Post-secondary education in HR, business or related field is required.
• One to three years HR Coordination/Administration experience preferred.
• CHRP or similar HR designation is preferred.
• Knowledge of Canadian employment standards, privacy and health & safety requirements is required.
• Experience supporting a multi-site hourly workforce is a plus.
• Strong attention to detail and accuracy in documentation and records.
• Excellent organization and time-management skills and ability to manage competing priorities.

Responsibilities

• Manage shared HR inbox, respond to routine inquiries and escalate complex matters.
• Prepare standard employee lifecycle documentation (transfers, leaves, promotions, terminations).
• Assist former employees with tax documents and HR system access.
• Provide administrative support to Retail and Home Office HR teams and other requests.
• Maintain organizational charts and accurate reporting-line information.
• Coordinate with HR Partners to ensure compliant HR service delivery.
• Maintain confidential employee files and ensure data privacy and retention standards.
• Process transactions in UKG within authority including leaves, transfers and terminations.

Skills

HR coordination

Attention to detail

Time management

Written and verbal communication

Bilingual (English/French)

Education

Post-secondary education in HR or related field

CHRP or similar designation preferred

Tools

UKG HRIS

Microsoft 365

Job description

• Compensation: CAD 45,000 - CAD 65,000 - yearly

Company Description

WHO WE ARE

Indigo is a physical and digital place inspired by and filled with books, ideas, beautifully designed lifestyle products, and the creative people who help make it all happen. We believe in real books, living life fully and generously, being kind to each other and to the environment, and that stories – big and little – connect us. Indigo is our customer’s happy place – for joyful moments of discovery and to connect with people who share their passion for reading, their belief in ideas, and their commitment to making the world a better and more beautiful place.

OUR GUIDING PRINCIPLES

Our Mission is to inspire reading and enrich the lives of booklovers. As such, we believe in the power of people and their stories. We aim to attract top talent, nurture the potential of our employees, and create space for everyone to thrive. Our Guiding Principles are the few key ideas that are meant to influence everything we do, every day.

• We Will Hire, Inspire, Promote and Retain the Best – A’s Hire A’s.
• We Will Be Data Driven – System Thinking – Entrepreneurial.
• We are Committed to True and Shared Value Creation.
• We Will Be Human-Centered and AI Enabled.
• We are Committed to Caring About Each Other, Our Communities, Our Environment.

Job Description

The HR Coordinator provides responsive,accurateandtimelyadministrative and operational support across corepeopleprocesses. The role serves as a first point of contact for routine HR inquiries and helps employees and leaders navigate HR systems, employment & records management.

Working closely with Human Resources Managers and business partners, Total Rewards and otherCentresof Excellence, HR Technology and Payroll, the HR Coordinatormaintainshigh-quality employee data and documentation, supports onboarding and employee lifecycle transactions, and contributes to consistent,compliantand customer-centricHR service delivery.

KEY PERFORMANCE METRICS

• Timeliness and accuracy of HR inbox responses
• Completion of documentation within established expectations for service delivery
• Accuracy of employee data, reports and mass updates
• Quality of employee file management
• Internal client (HR) experience

KEY ACCOUNTABILITIES

• Manage the shared HR inbox, responding to routineinquiriesand escalating complex or sensitive matters to the appropriate HR partner
• Prepare standard employee lifecycle documentation, including transfer, leave of absence, compensation change, promotion, demotion, interim assignment, fixed-term,extensionand other approved change letters.
• Support former employees with access to tax documents and HR systemaccounts, andacknowledge or appropriately routevendorand other external inquiries.
• Provide responsive administrative support to Retail and Home Office HR teams and complete other correspondence or ad hoc requests as assigned.
• Maintain organizational charts and supportaccuratepeople and reporting-line information.
• Prepare standard employee lifecycle documentation, including transfer, leave of absence, compensation change, promotion, demotion, interim assignment, fixed-term,extensionand other approved change letters.
• Prepare Sales Floor Leader contracts,extensionsand fixed-term agreements; elevate complex offers, involuntaryterminationsand exceptions to the HR partner.
• Ensure required approvals are obtained before releasing employee documentation and refer non-standard terms or exceptions to the responsible HR partner.
• Maintain and coordinate complete,accurateand confidential employee files, including uploading work authorization,complianceand other employment documents to ensure confidentiality, privacy, documentretentionand record-management standards.
• Coordinate employee file requests including required approvals for document release
• Process or approve transactions in UKG within assigned authority including leaves, returns, compensation, transfers and voluntary terminations, seasonal conversions and contract terminations; validate supporting documentation including updated offer letters, accurate effective dates, and required approvals are in place for employee changes; escape with appropriate HR partner as required.
• Enable retail seasonal employment administration through file management, UKG approvals, information validation and escalation to leaders for updated letters as required
• Maintain organizational charts and supportaccuratepeople and reporting-line information.
• Support mass upload and seasonal employee conversions for supervisory changes, , contracts, extensions,and other approved employee updates and routine transactions.
• Monitor upcoming Social Insurance Number expiries and work authorization requirements, follow up with leaders and employees for current documentation, andmaintainaccuraterecords.
• Support Joint Health and SafetyCommitteegovernance, certification and renewal tracking, training coordination, program administration and other health and safety activities.
• Support recurring and periodic, HR programs, employee reports, audits, file maintenance, SharePoint or document migrations andprocess-improvementprojects.
• Collaborate with HR colleagues and cross-functional partners to resolve issues, improveworkflows, templates, trackers, process documentation and knowledge resources to improve efficiency and delivera consistentemployee andleaderexperience.
• Provide responsive administrative support to Retail and Home Office HR teams and complete other correspondence or ad hoc requests as assigned.

Reports to: Director, Total Rewards

Manager Once Removed: CPO

KEY RELATIONSHIPS

Internal:

• HR Managers and business partners
• HR Centers of Excellence
• Retail, Home Office and DC employees
• Payroll
• HR Technology

External:

• Employment verification agencies or authorized third parties
• Government or regulatory contacts

Qualifications

• Post-secondary education in HR, business or a related field is required
• One to three years of HR Coordination, Administration or related experience preferred
• CHRP or similar HR professional designation is preferred
• Working knowledge of Canadian employment standards, privacy, human rights, accessibility and occupational health and safety requirements through a combination of post-secondary education and experience is required.
• Experience supporting a multi-site hourly workforce preferred
• Strong attention to detail and demonstrated accuracy in preparing documentation, maintaining records and processing data.
• Excellent organization and time-management skills, with the ability to manage competing priorities and meet deadlines.
• Clear,professionalwritten and verbal communication skills and a customer service-oriented approach.
• Sound judgment,discretionand the ability to handle confidential and sensitive employee information.
• Strongproficiencywith Microsoft 365;previousexperience with UKG or another HRIS is an asset.
• Ability to analyze routine data,identifydiscrepanciesand escape risks or exceptions appropriately.
• Ability to collaborate across functions and teams including HR business partnering, Total Rewards, HR Technology, Talent and Learning to resolve issues and improve delivery standards
• Full alignment with Indigo values as reflected in the Guiding Principles and a passion for Indigo’s mission.
• Previous experience with UKG (HRIS) an asset

Other (travel, Bilingual, etc.)

• Bilingual (English/French) considered an asset.

Additional Information

Indigo uses artificial intelligence (AI) tools to assist with certain aspects of the hiring process, such as screening and assessments. These tools support our team but do not replace human judgment. We are committed to using AI responsibly, fairly, and in compliance with applicable employment and anti-discrimination laws. We regularly review these tools to help prevent bias or discrimination.

At Indigo, Diversity, Equity, Inclusion, and Accessibility are core to our values. We integrate these principles into our training, policies, and hiring practices and continuously evolve to reflect the needs of the communities we serve. We welcome applicants from all backgrounds and lived experiences, including but not limited to individuals who identify as BIPOC (Black, Indigenous, and People of Colour), members of the 2SLGBTQIA+ community, and persons with disabilities. If you require an accommodation during the recruitment process, please contact Human Resources at [e-mail].

We respect your privacy throughout the recruitment process. Our Candidate Privacy Notice explains how we collect, use, and protect your personal information when you apply for a role with Indigo, and the choices available to you.

This posting is for a current opportunity within Indigo.

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