People Services Support

VRS Communities Society; Vancouver; On-site; CAD 28,000 - 30,000; Full time

Benefits offered by this job

Professional development

On-site Vancouver

Job summary

VRS Communities is seeking a People Services Support intern to assist with receptionist duties, records management, and onboarding processes at our Vancouver head office. You will help coordinate interviews, collect onboarding documents, and support multiple HR functions from recruitment to compliance.

The role offers hands-on experience in HR administration, HRIS management, and project support within a growing nonprofit environment.

Qualifications

• Pursuing or completed HR/Business-related studies is an asset.
• Strong communication and organizational skills are essential.
• Experience with HR systems is a plus.

Responsibilities

• Provides reception and administrative support at VRS Head Office as needed.
• Maintains confidential electronic employee records in HRIS and Microsoft 365 systems.
• Screens candidates and coordinates onboarding documents and interviews.
• Supports onboarding activities including creating IDs and auditing records.
• Ensures compliance with CARF and licensing standards.

Skills

Initiative

Communication

Organizational skills

Team collaboration

Customer service

Education

HR or Business-related studies (asset)

Tools

SharePoint

Quadrant HR

CEGID

LGI

Microsoft 365

Job description

• Provides reception and administrative support at VRS Head Office when needed, including answering incoming calls, greeting visitors, directing inquiries, and assisting with general office operations.
• Maintains accurate and confidential electronic employee records in HRIS (Quadrant HR and Payroll, CEGID, LGI) and Microsoft 365 systems, particularly SharePoint; ensuring documentation is filed, organized, and retained in accordance with organizational standards.

Key Responsibilities

Administrative Support

• Provides reception and administrative support at VRS Head Office when needed, including answering incoming calls, greeting visitors, directing inquiries, and assisting with general office operations.
• Maintains accurate and confidential electronic employee records in HRIS (Quadrant HR and Payroll, CEGID, LGI) and Microsoft 365 systems, particularly SharePoint; ensuring documentation is filed, organized, and retained in accordance with organizational standards.

Recruitment & Onboarding Support

• Screens candidates (via Indeed, our new recruitment platform, CEGID, and educational institutions) and schedules interviews.
• Coordinates with new hires to collect onboarding documents and ensure their e-files in SharePoint and employee records in LGI are complete and up to date.
• Serves as a liaison between HR, Scheduling, Payroll, and Data Support teams to successfully and smoothly onboard new hires.
• Supports a variety of onboarding administrative activities, including creating employee VRS ID badges, auditing onboarding documentation and e-learning completion records, conducting reference checks, and following up with new hires to ensure all onboarding requirements are completed accurately and in a timely manner.
• Ensures all new hires comply with CARF International standards and licensing standards.

Compliance and Workforce Administration Support

• Administers the Ministry of Children and Family Development (MCFD) caregiver screening process, including collecting and reviewing required documentation, submitting and monitoring screening requests through the MCFD portal, coordinating out-of-jurisdiction clearances when required, maintaining confidential records, and ensuring compliance with provincial screening requirements in a timely manner.
• Coordinates criminal record check processes and tracks regulatory screening requirements, including Criminal Record Checks (CRC), MCFD caregiver screening clearances, and Self-Report Audit Tool (SRAT) submissions.
• Administers employee compliance requirements by collecting, monitoring, and maintaining required certifications, permits, and records, including work permits, First Aid certifications, and medical documentation to ensure employees remain qualified to work in licensed and regulated service environments.
• Conducts regular compliance audits and maintains audit tracking systems to monitor employee eligibility, certification expiry dates, licensing requirements, and legislative obligations; follows up with employees and supervisors regarding outstanding documentation.
• Generates reports, updates tracking spreadsheets, and maintains audit databases to support HR compliance, workforce planning, onboarding, and organizational reporting requirements using Excel and LGI.

Employee Communications & Engagement

• Creates and maintains the monthly organization-wide newsletter to support employee engagement and internal communication initiatives.
• Prepares employment-related correspondence, including employment verification letters, reference letters, and other HR documentation as requested by employees, managers, and external agencies.
• Responds to employee inquiries regarding onboarding, documentation requirements, employment records, and HR processes while providing professional and timely customer service via phone and email.
• Supports the development and implementation of employee surveys and helps coordinate employee recognition and engagement activities.

Projects & Research

• Takes ownership of assigned projects, ensuring timely and high-quality completion.
• Conducts research and gather information for People Operations initiatives.
• Assists with formatting and updating policies, procedures, and organizational documents.
• Participates in continuous improvement initiatives and special projects.

Other Duties

• Performs other related administrative duties as assigned.
• Supports the People & Workforce team in maintaining efficient and effective people services.

People Services Support

Location:2006 West 10th, Suite 310, Vancouver BC, V6J 2B3

Position Type: Work Term or Internship(6 months with possibility of being extended)

Start Date: ASAP

Remote/On-Site:On-site5 days per week

Compensation:$20.00 - $22.00 per hour

About VRS Communities

VRS Communities is a non-profit organization providing inclusive housing, community living, seniors living, and support services throughout British Columbia and Alberta. We are committed to creating welcoming communities and supporting the people who make our work possible.

Position Summary

People Services Support provides administrative and project support to the People & Workforce team while gaining practical experience in employee services, recruitment, onboarding, compliance, and workplace administration.

Reporting to the Director of People Operations and Labour Relations, People Services Support works closely with the People & Workforce department to support day-to-day operations and special projects. This position is ideal for a student or recent graduate interested in Human Resources, Business Administration, or People Operations who is looking to gain hands-on experience in a supportive and collaborative environment.

Desired Skills & Attributes

• Strong initiative and ability to work independently while collaborating effectively in a team.
• Innovative mindset - comfortable suggesting and implementing improvements.
• Excellent verbal and written communication and interpersonal skills.
• Proficiency in Microsoft Office, especially Excel (pivot tables, formulas, data analysis).
• Detail-oriented with strong organizational skills.
• Ability to prioritize tasks effectively and manage multiple responsibilities.
• Ability to handle confidential information with discretion.

Qualifications

• Education in Human Resources, Business Management, or related fields is an asset.
• Previous HR experience preferred but not required—initiative and adaptability matter most.

Why Join Us?

• Opportunity to shape HR processes and contribute to organizational growth. As a rapidly growing non-profit, we need someone to help solidify the foundations of our HR procedures.
• Collaborative team environment that values fresh ideas in an organization that makes meaningful and lasting change in our communities.