Human Resources Coordinator (6-month contract)

Olympia Trust Company; Calgary; On-site; CAD 42,000 - 64,000; Full time

Job summary

Olympia Trust Company is seeking a proactive HR Coordinator for a six-month fixed-term contract in Calgary, Alberta. You will support recruitment administration, onboarding, records management, reporting and general HR operations.

The ideal candidate has 2–3 years of HR experience, strong organizational skills, and proficiency with MS Office and HRIS. Attention to detail and confidentiality are essential as you help maintain data integrity and efficient processes.

Qualifications

• Diploma or degree in Human Resources, Business Administration or related field.
• Minimum 2-3 years of HR coordination or related administrative experience.
• Experience supporting recruitment and onboarding processes.
• Experience handling confidential employee records.
• Strong data entry and reporting capabilities with attention to detail.

Responsibilities

• Coordinate interview scheduling and candidate communications.
• Prepare recruitment documentation and employment agreements.
• Support pre-employment screening and onboarding coordination.
• Maintain employee personnel files and HR records per policy and privacy rules.
• Generate regular and ad hoc HR reports and metrics.
• Assist with HR projects, process improvements, and policy updates.
• Provide admin support for employee lifecycle activities.

Skills

MS Excel

Attention to Detail

HR Administration

Education

Diploma or degree in Human Resources

HR Coordination experience

Tools

ADP Workforce Now

ServiceNow

SharePoint

Job description

November 6, 2026

Human Resources
Fixed-Term

Job Summary

We are seeking a proactive, detail-oriented HR Coordinator to join our Human Resources team on a six-month contract. This role supports a wide range of HR activities, including recruitment administration, employee records management, reporting, onboarding, HR correspondence, and general HR operations.

The ideal candidate brings 2-3 years of Human Resources experience, strong organizational skills, and the ability to manage multiple priorities while maintaining a high level of accuracy and confidentiality. The successful candidate is also tech-savvy, eager to learn new systems and tools, and comfortable leveraging technology to improve efficiency and support HR processes.

Duties & Responsibilities

Recruitment & Onboarding Administration

• Coordinate interview scheduling and candidate communications.
• Prepare recruitment documentation and employment agreements.
• Support pre-employment screening activities and onboarding coordination.
• Assist hiring managers and HR team members throughout the recruitment process.

HR Administration & Records Management

• Maintain employee personnel files and HR records in accordance with company policies and privacy requirements.
• Process employee documentation including employment letters, status changes, onboarding paperwork, and other HR correspondence.
• Ensure HR information systems and employee records are accurate and up to date.
• Support records retention and document management practices.

HR Systems & Reporting

• Maintain employee information within ADP Workforce Now and other HR systems.
• Support ServiceNow and workflow processes.
• Generate regular and ad hoc HR reports and metrics.
• Assist with data audits and ensure data integrity across HR systems.

Team & Project Support

• Uphold the division and Olympia's reputation and values, while promoting our motto "With Us, It's Personal" in all interactions with employees, clients and business associates.
• Provide administrative support related to employee lifecycle activities including onboarding, transfers, leaves, and offboarding.
• Answer routine HR inquiries.
• Assist with HR projects, process improvements, policy updates, and employee initiatives.
• Contribute to the development and maintenance of HR templates, forms, and documentation.
• Provide backup administrative support for HR team activities when required.
• Flexible to perform a variety of tasks as required to support the team, business, and organizational priorities.
• Connection: Builds long-term relationships by collaborating with clients and industry participants.
• Accountability: Is a trusted business partner who operates with transparency and integrity.
• Innovation: Leverages technology to continuously improve how we serve our customers.
• Adaptability: Adapts to changes and shifting priorities and is open to new ideas and responsibilities.
• Attention to Detail: Pays close attention to details to produce accurate work.
• Interpersonal Skills: Establishes professional working relationships, is flexible/adaptable, works well with others and solicits feedback.
• Job Knowledge: Understands facets of the job, is aware of duties and responsibilities, and keeps current with job knowledge.
• Productivity: Manages workload, works efficiently, and meets goals and objectives.
• Problem Solving: Understands what is causing a problem, finds solutions and knows when to elevate to leadership.
• Teamwork: Is accountable to the team, works to meet established deliverables, appreciates the views of team members, and is respectful.

Formal Education & Experience

• Diploma or degree in Human Resources, Business Administration, Commerce, or a related field.
• Minimum 2-3 years of Human Resources, HR coordination, or related administrative experience.
• Experience supporting recruitment and onboarding processes.
• Experience maintaining confidential employee records and documentation.
• Experience preparing reports, correspondence, and HR-related communications.
• Experience working in a fast-paced, service-oriented environment.
• Strong data entry and reporting capabilities with exceptional attention to detail.

Specialized Skills & Knowledge

• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience using ADP Workforce Now or a comparable HRIS.
• Experience with ServiceNow or other case management/workflow systems is preferred.
• Experience with SharePoint is preferred.
• Reports to: Manager, Human Resources
• Employment Type: Full-Time, On-site

Please note that employment is conditional upon the successful completion of a criminal background check and employment verification. Additional screening may be required depending on the role, and from time to time at Olympia's sole discretion.