People Services Support

VRS Communities; Vancouver; On-site; CAD 45,000 - 65,000; Full time

Job summary

VRS Communities in Vancouver, Canada seeks an organized People Operations Assistant to provide reception and HR administrative support at the head office. You will manage employee records in HRIS, maintain SharePoint files, and assist with onboarding for new hires.

The role involves coordinating interviews, aligning with HR, Scheduling, Payroll, and Data Support, executing compliance tasks, administering screening processes, and contributing to reporting and internal communications.

Qualifications

• Experience providing reception and administrative support in an office setting.
• Familiarity with HRIS and records management.
• Experience with onboarding administration and reference checks.
• Knowledge of provincial screening and licensing requirements.
• Strong communication and organizational skills.

Responsibilities

• Provide reception and administrative support at VRS Head Office.
• Maintain confidential employee records in HRIS and Microsoft 365.
• Screen candidates and schedule interviews.
• Coordinate onboarding documents and update e-files.
• Liaise between HR, Scheduling, Payroll and Data Support for onboarding.
• Manage onboarding activities including ID badges and reference checks.
• Ensure compliance with CARF International standards.
• Administer caregiver screening and regulatory checks (MCFD, CRC).
• Maintain compliance records and conduct audits.
• Generate reports and maintain Excel/LGI databases.
• Create monthly employee newsletter and HR communications.
• Respond to employee inquiries on onboarding and HR processes.
• Support projects and continuous improvement in People Operations.

Skills

Reception & admin support

HR coordination

Onboarding support

Compliance knowledge

Customer service

Tools

Quadrant HR

CEGID

LGI

SharePoint

Microsoft 365

Job description

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.