New Hire Document Administration Assistant

HRS Talent Solutions; Sault Ste. Marie; Remote; CAD 43,000 - 45,000; Full time

Job summary

HRS Talent Solutions is seeking a New Hire Document Administration Assistant to support remote onboarding processes. You will track and manage new hire documents, ensure accurate recording, and coordinate with HR for items requiring review while maintaining strict confidentiality.

This role offers flexible part-time or full-time arrangements and focuses on clear communication and precise record-keeping within a remote workflow.

Responsibilities

• Track new hire documents against the employer’s onboarding checklist.
• Record received items and identify missing items with precise notes.
• Route items requiring review to the appropriate HR colleague.
• Ensure confidential handling and correct labeling of files and attachments.
• Communicate status updates clearly to the hiring team and new hires.

Job description

New Hire Document Administration Assistant

Office Administration / New Hire Documents / Remote

Full-time or part-time
Compensation: 31.25–33.00 per hour

Know which onboarding items have arrived

After a hiring decision, a new employee may need to provide documents or complete routine online forms. This position tracks those items against the employer’s approved checklist. You will record what has been received, ask about missing items using approved instructions, and pass documents to the person authorized to review them. You will not decide whether a document meets a legal or employment requirement.

Checklist work

• Open the assigned new hire record and its current checklist.
• Check whether each requested item was received.
• Connect a submitted document with the correct person.
• Record missing or unreadable attachments accurately.
• Use approved wording for a focused follow‑up.
• Send items needing review to the responsible colleague.

For example, a form may arrive without a required page. Note the exact issue instead of labelling the whole file complete. A different new hire may send a corrected version after a follow‑up. Keep that response with the original record and mark the current status under the employer’s procedure. People should not be asked for an item they have already supplied.

A new hire may send most of the requested forms while one signature or page remains outstanding. Check the employer's checklist, acknowledge what arrived and identify the missing item precisely. Do not ask for documents outside the approved process or make an employment decision from the file. If a document is misdirected or cannot be opened, use the designated secure handling route. The receiving HR colleague should see a clear status for each required item and the date of the latest follow‑up.

What a useful record shows

The next team member should see which items are present, which are awaiting the new hire, and which need internal review. “Received” is not the same as “approved.” This distinction keeps the administrative checklist honest and leaves decisions with the proper person. The work involves confidential details, so use only assigned online systems and communication channels.

Ways to support the process

• Check that a file opens from the intended record.
• Keep separate people’s documents and questions distinct.
• Record the date an item arrived when required.
• Flag conflicting names or identifiers before filing.
• Route a policy question instead of answering by guesswork.

This is a practical office administration position with a customer service element: a new employee should receive clear, courteous instructions when something is missing. Prior recruiting, customer service, or office administration experience is an asset but not required. Beginners can learn the checklist and system with instruction from the team. Accurate reading and respect for privacy are important starting habits.

Arrangement

• Remote computer-based document tracking.
• Part-time or full-time depending on the real opening.
• A private home office or suitable space for sensitive material.

The checklist may include a form that is complete in substance but saved with an unclear filename. Attach it to the correct record under the prescribed naming rules and note its receipt. A second copy should not be counted as a second requirement completed. If the hire asks why a document is needed, refer the question to the HR contact rather than explaining a legal or employment requirement from memory. Accuracy and discretion are more valuable here than prior HR experience.

To be considered

Your resume may show organized paperwork, accurate online records, or polite follow‑up with people. Transferable experience from another setting is welcome. You do not need to have administered a hiring process before.

If you’re selected for the next step, you may be asked to complete an application on the hiring company’s website. The employer will confirm its actual onboarding requirements during hiring.