Human Resource Administrative Support

Human Resource Administrative Support Job Description

Job Title: Human Resource Administrative Support
Reports to: President, VaughanAir
Job Type: Full-time; Non-Exempt
Location: Vaughan, ON, Canada, Onsite
Pay: $22.00 - $25.00 CAN

VaughanAir (VaughnAir.com) is a member of The UEP Group (TheUEPGroup.com) portfolio of companies. VaughanAir is a leading manufacturer of prefabricated duct systems and enclosures.

Our company delivers exceptional customer service throughout the purchasing cycle, from the initial estimate to product delivery, along with top-quality products that meet the evolving needs of the industry. We take pride in our work and hold ourselves to the highest standards on every project, ensuring excellence from start to finish

Position Overview

The Human Resource Administrative Support provides a combination of human resources and general office administrative support for the company. This position assists with employee records, payroll preparation, onboarding and offboarding, while also managing routine office operations, facility needs, correspondence, supplies and visitor support. The ideal candidate is organized, dependable, approachable, and able to balance HR responsibilities with the day-to-day administrative needs of the office.

Key Responsibilities

• Office Administrative Support
• Human Resources Support
• Onboarding & Offboarding
• Payroll Support

Office Administration Support

• Manage routine office administrative responsibilities, including answering telephone calls, monitoring emails, and responding to general inquiries.
• Greet visitors and direct them to the appropriate employee or department.
• Open, sort, and distribute incoming mail and prepare outgoing mail and courier shipments.
• Order, organize, and maintain office and kitchen supplies.
• Operate office equipment and coordinate service or repairs when needed.
• Assist with organizing meetings, employee events, training sessions, and conferences.
• Coordinate facility maintenance and repair requests with building management, maintenance staff, and outside service providers.
• Process building-access requests, coordinate access cards, and maintain current records of authorized personnel.
• Support shipping & receiving of parcels & samples to VaughanAir’s customers.
• Participate in JHSC meeting. Post meeting minutes and track action items.
• Assist management and other departments with administrative projects as needed.
• Perform other related duties as assigned.

Human Resources Support

• Help maintain and ensure employee records, job classifications, compensation changes, scheduling information, union dues, and other employment changes are processed in accordance with applicable collective agreements.
• Support shop-floor staffing needs by recruiting and assisting with the hiring of qualified employees as needed.
• Enter and update employee information in the HRIS, including job information, compensation, union classifications, benefit elections, and employment status changes.
• Review employee and HRIS information for accuracy and completeness.
• Prepare routine HR correspondence, reports, forms, and employee communications.
• Assist employees and managers with general questions regarding payroll, benefits, timekeeping, company policies, and HR systems.
• Refer complex, confidential, or sensitive employee matters to management.
• Assists with risk safety, certification tracking, training and WSIB claims.
• Provide basic training and support to employees and managers on HRIS and timekeeping systems.
• Support compliance with applicable Ontario and federal labor legislation, collective agreements, and company policies.
• Support other projects and activities as assigned.

Onboarding & Offboarding

• Assist with onboarding new employees, including preparing offer letters and new-hire documents.
• Coordinate orientation schedules and first-day activities.
• Assist with new-hire orientation by reviewing company policies, payroll procedures, benefits, workplace expectations, and health and safety information.
• Coordinate with IT, managers, and external service providers to arrange equipment, system access, email accounts, and building access.
• Assist with offboarding activities under the direction of Human Resources management.
• Coordinate the return of access cards, keys, computers, mobile devices, and other company property.
• Assist with account deactivation, Records of Employment, final documentation, and employee file closure.
• Update company property and access records when employees join or leave the company.

Payroll Support

• Assist with preparing and processing payroll for Canadian employees.
• Review timecards and payroll information for accuracy, including regular hours, overtime, vacation, public holidays, leaves, commissions, wage adjustments, and approved deductions.
• Enter payroll changes and supporting information into the HRIS or payroll system.
• Assist with administering benefit deductions, retirement contributions, union dues, garnishments, and other authorized deductions.
• Help research and resolve payroll discrepancies with employees, managers, Human Resources, Finance, and the payroll provider.
• Assist with preparing Records of Employment, T4 slips, and other payroll-related documents.
• Maintain accurate payroll and timekeeping records.
• Support payroll processes in accordance with applicable Ontario employment standards, Canadian payroll requirements, collective agreements, and company policies.
• Escalate unusual or complex payroll matters to management

Please note, this list of responsibilities is not comprehensive and may be adjusted at any time by management's discretion to meet the evolving needs of the organization