People & Office Coordinator

Solar Provider Group; Toronto; Hybrid; CAD 55,000 - 65,000; Full time

Job summary

Solar Provider Group is seeking a detail-oriented People & Office Coordinator to support HR administration, employee records, payroll and benefits, and day-to-day office operations. You will assist a growing team of about 35 employees across Canada and the U.S., reporting to the General Counsel.

This execution-focused role covers documentation, onboarding/offboarding, recruitment support, HRIS tasks, payroll, and office management within a hybrid Toronto-based team.

Qualifications

• Two years of office administration or HR support experience preferred.
• Experience maintaining confidential records and preparing documents is an asset.
• Exposure to payroll or benefits administration in Canada or the U.S. is an asset.
• Residence near Liberty Village, Toronto, and ability to work in the office four days per week.

Responsibilities

• Draft employment and HR documents from templates for General Counsel’s review.
• Research and present routine HR questions across Canadian and U.S. jurisdictions.
• Coordinate signatures, paperwork, and maintain complete, confidential files.
• Support onboarding and offboarding, including forms and eligibility documents.
• Assist with recruitment administration: postings, reviews, scheduling, and communications.
• Assist payroll administration for Canadian and U.S. entities; collect inputs and resolve discrepancies.
• Monitor HRIS notifications, probation periods, and leave; prepare related information and reports.
• Assist with benefits enrolment, changes, and employee data updates.
• Manage office supplies, organize invoices, handle deliveries and maintenance.
• Coordinate travel, events, and office logistics; support management with tasks.

Skills

Attention to detail

Organizational skills

Discretion with confidential info

Strong communication

Microsoft Word

Excel

Outlook

HRIS experience

Education

Diploma or degree in HR or Business Administration

Tools

BambooHR

HRIS

Payroll systems

Job description

About Solar Provider Group

Solar Provider Group (SPG) is a global solar developer with offices in the United States, Canada, Germany, and the Netherlands and active projects across North America and Europe. Our North American team focuses on solar and battery energy storage projects in the United States and Canada, with most current activity in the United States. We are a small team doing meaningful work: each project we advance brings clean energy closer to the grid, and each person here can see the impact of their work.

We identify, secure, and advance sites through the full development cycle, from early-stage land acquisition to construction readiness. Our team combines technical expertise, financial insight, and strong local relationships to deliver projects that accelerate the clean-energy transition and create lasting value for landowners and communities.

The Role

We are seeking an organized and detail-oriented People & Office Coordinator to support HR administration, employee records, employment documents, payroll and benefits, and day-to-day office operations. The role supports a growing team of approximately 35 employees across our Canadian and U.S. operations and a separately operated affiliate that shares our Toronto office.

Reporting to the General Counsel, you will work with the management team to keep records accurate, coordinate employee processes, and follow through on administrative tasks. This is primarily an execution-focused coordination role responsible for administering established company practices and processes rather than independently developing HR policy or programs.

Duties and Responsibilities

Employee Administration and Documents

• Draft employment and HR documents, including offer letters, employment agreements, amendments, and employment confirmations, from approved templates and instructions for the General Counsel’s review and approval.
• Research and present routine HR and employment questions across Canadian and U.S. jurisdictions for the General Counsel’s review.
• Arrange signatures, follow up on outstanding paperwork, and keep employee files complete, accurate, and confidential.
• Assist with onboarding and offboarding, including forms, orientation, access requests, and employment eligibility documents for new hires in each country.
• Assist with recruitment administration, including job postings, initial application reviews against set criteria, recruiter and screening-provider coordination, interview scheduling, hiring approvals, and candidate communications.

HRIS and Payroll Support

• Assist with payroll administration for Canadian and U.S. entities, including collecting and checking inputs, preparing information for approval, and following up on discrepancies.
• Monitor HRIS notifications, probation periods, check-ins, contract end dates, and leave; prepare related information and reports, follow up with managers, and track completion. Maintain checklists and policy acknowledgements and follow up on system questions as needed.
• Assist with payroll-related forms, registrations, and filings with government agencies and providers, including workers’ compensation and employer tax registrations.
• Assist with benefits enrolment, changes, renewals, and employee data updates for providers in Canada and the U.S.

Office Administration and Team Support

• Monitor supplies and place approved orders for office, kitchen, and equipment needs; organize receipts and invoices for processing.
• Coordinate deliveries, building requests, and routine maintenance with the relevant contacts.
• Manage company equipment for office-based and remote employees, including tracking, shipping, setup coordination, and returns.
• Assist with workplace incident and injury reporting and keep required workplace postings and records current.
• Administer office access passes, including activation and deactivation on approved instructions, maintaining an accurate pass register, and coordinating lost or returned passes.
• Assist with company events, team activities, and meetings, including scheduling, invitations, room bookings, catering, and supplier coordination.
• Coordinate travel, accommodation, and on-site logistics for employees and visitors, including team dinners and meetings.
• Provide routine administrative support to the management team, track outstanding tasks, and follow up on deadlines and approvals.

Qualifications

• At least two years of relevant experience in office administration, HR support, or a similar coordination role is preferred. Experience maintaining confidential records, preparing documents, and using HRIS or other business systems is an asset. Exposure to payroll or benefits administration in Canada or the U.S. is an asset.
• Strong attention to detail, organizational skills, and the ability to prepare accurate documents and follow through on tasks.
• Comfort using Microsoft Word, Excel, and Outlook and learning new systems. Experience with BambooHR or another HRIS is an asset.
• Clear written and verbal communication, a helpful approach, and discretion when handling confidential information.
• A diploma or degree in Human Resources, Business Administration, or a related field is an asset; equivalent practical experience will be considered.
• Residence within reasonable commuting distance of Liberty Village, Toronto, and availability to work in the office four days per week.
• Legal authorization to work in Canada.

What We Offer

• Compensation: A salary of $55,000 to $65,000, plus eligibility for an annual discretionary bonus.
• Health and well-being: Group health and dental benefits and a health spending account after the probationary period, plus a virtual employee assistance program focused on mental health.
• Retirement: A group RRSP with employer matching after one year of service.
• Time off and flexibility: A hybrid schedule of four office days a week, paid vacation, sick and personal days, access to our Work From Anywhere program, summer hours, and a winter holiday office closure.
• Team and culture: Regular company events and team activities with colleagues from Canada, the U.S., and Europe.
• Growth: Professional development and a clear path to more responsibility as the company grows.

This is a summary of our current benefits and programs. Eligibility and details are governed by the applicable plans and policies, which may change from time to time.

Equal Opportunity and Accessibility

We welcome applications from people of all backgrounds and experiences. We are committed to a respectful, inclusive workplace where everyone has an opportunity to contribute and succeed.

Accommodations are available on request throughout the recruitment and selection process. If you need an accommodation, please let us know when we contact you so we can work with you to meet your needs.