HR & Office Coordinator

7 days ago

Niagara Falls, Ontario, Canada Tripshepherd Full time

HR & Office Coordinator

Location: On-site at our Niagara Falls Office

Reports To: Head of Marketing (Primary), with a dotted line to Head of Operations

About Tripshepherd

Tripshepherd is redefining travel by creating authentic, locally-driven experiences that connect travelers with passionate experts worldwide. We're a fast-growing, high-energy startup that values innovation, collaboration, and a deep respect for the destinations we serve. If you're excited about joining a dynamic team and wearing multiple hats in a startup environment, we'd love to hear from you.

Role Overview

As our HR & Office Coordinator, you'll split your time between supporting HR functions (approximately 50%) and managing day-to-day office administration (approximately 50%). You'll report primarily to the Head of Marketing—ensuring a strong focus on recruitment, onboarding, and employee engagement—while collaborating closely with (and having a dotted line to) the Head of Operations for finance liaison and operational tasks. This structure ensures you are fully aligned with both the company's talent strategy and its operational needs.

Key Responsibilities

Human Resources (50%)

Recruiting & Onboarding

  • Coordinate job postings, schedule interviews, and communicate with candidates in collaboration with the Head of Marketing.
  • Prepare new-hire paperwork, coordinate equipment setup, and facilitate orientation sessions to ensure a welcoming start for new employees.

HR Coordination

  • Collaborate with our external HR partner (e.g., HR Covered) to maintain compliance with employment laws and regulations.
  • Keep employee records organized and up-to-date, respecting confidentiality.
    • Employee Support
      • Serve as a point of contact for basic employee inquiries regarding policies, time off, and benefits, escalating complex issues as needed.
      • Assist with occasional morale or engagement initiatives (e.g., coordinating small celebrations or team gatherings).

Office Administration (50%)

Front Office Management

  • Sort and distribute incoming mail, packages, and sensitive documents, ensuring timely delivery to the correct departments or individuals.
  • Manage office supplies, maintain equipment, and oversee any necessary repairs or vendor relationships (e.g., cleaning services, snack/coffee deliveries).
    • Document & Correspondence Handling
      • Track and route important legal, corporate, or financial documents to the correct person, maintaining a digital or physical filing system as necessary.
      • Ensure time-sensitive correspondence is prioritized and shared with relevant stakeholders.

Primary Liaison: Accounts Payable & Receivable

  • Act as the key point of contact between the accounting team and vendors/contractors regarding payment schedules, invoicing, and related inquiries.
  • Coordinate with internal stakeholders to ensure timely processing of invoices and receipts.

General Administrative Support

  • Assist the Head of Operations with operational tasks as needed, including occasional calendar management and scheduling.
  • Take on ad hoc projects related to office improvements, events, and other administrative tasks to enhance productivity and employee experience.

Qualifications & Skills

  • Education & Experience: No specific degree required, but prior experience in office administration, HR support, or a similar role is beneficial.
  • Organizational Skills: Excellent attention to detail and ability to manage multiple responsibilities simultaneously.
  • Communication Skills: Strong verbal and written communication, with a friendly and professional demeanor when interacting with employees, vendors, and candidates.
  • Tech-Savvy: Comfortable using standard office software (e.g., Google Workspace, Microsoft Office) and open to learning new tools for project management or document storage.
  • Confidentiality & Discretion: Understand the importance of handling sensitive HR, vendor, and financial documents securely.
  • Adaptability: Willingness to thrive in a fast-paced startup environment where priorities can shift quickly.
  • Team Player: Ready to collaborate with both Marketing and Operations teams, ensuring smooth day-to-day operations and an excellent candidate experience.

What We Offer

  • Growth Opportunities: Potential to evolve into a more specialized HR Manager or Office Manager role as Tripshepherd scales.
  • Inclusive Culture: Join a diverse, visionary team that values community-driven experiences and responsible travel.
  • Startup Environment: Embrace the energy of a growing company where new ideas are welcomed, and you can make a real impact on how we operate.

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