Administrative Specialist

1 week ago

Oakville, Ontario, Canada Summit Search Group Part time

About our client: Our client is a leading manufacturer of high-quality cutting tools with a rich history of innovation, distributing their products in over 100 countries.

Position Scope: Our client is seeking a Part-Time HR and Administrative Services Specialist. The role will be responsible for managing the company's HRIS system, creating and maintaining corporate policies, and overseeing the HR calendar. The role includes drafting job descriptions, employment contracts, and managing new employee onboarding processes. Additional responsibilities include administering benefits, coordinating training programs, planning company events, and managing internal communications. The role also entails handling executive expense reports, courier services, IT asset management, and special projects, as required.

This is a part time role – 5 half days or 2-3 full days.

Responsibilities:

Human Resources:

  • Manage and optimize the HRIS (BambooHR), including employee data maintenance, contract uploads, and process improvements.
  • Develop, implement, and maintain corporate policies such as the Employee Handbook and Travel Policy, ensuring compliance with industry best practices and regulations.
  • Maintain the HR calendar, tracking key activities such as benefits renewals, performance reviews, and internal reporting.
  • Ensure timely communication and coordination of HR-related processes and deadlines.
  • Research and draft job descriptions aligned with business needs.
  • Prepare and issue employment contracts using company templates.
  • Manage the new hire onboarding process, including HRIS setup, benefits enrollment, and orientation sessions.
  • Support the benefits renewal process in collaboration with external consultants.
  • Serve as the primary liaison with benefits providers, handling employee inquiries and required notices.
  • Oversee the annual Open Enrollment process for U.S.-based employees.
  • Identify training needs across the organization and coordinate relevant programs.
  • Organize and track compliance training, including health & safety and provincial/state regulatory requirements.
  • Facilitate professional development opportunities.
  • Lead the planning, organization, and execution of key company events, including:
  • Annual Sales & Marketing Planning Meeting
  • Annual Team Meetings
  • Leadership Visits
  • Manage internal employee engagement initiatives, such as:
  • Corporate calendar & organizational chart updates
  • Employee appreciation activities (e.g., birthday celebrations, holiday cards)
  • Social events (e.g. holiday parties)
  • Oversee internal corporate communications to ensure clear and timely messaging.
  • Maintain company planning and organizational calendars.
  • Support company-wide initiatives to foster a positive and cohesive workplace culture.

Operations and Administrative Management:

  • Manage and process expense reports for executives, ensuring accuracy and compliance with company policies.
  • Serve as the courier and shipping coordinator for the Oakville office, handling shipments for Canada-based samples and tradeshow assets.
  • Co-manage the relationship with DirectTravel, including reviewing monitoring reports, policy updates, and ensuring compliance with travel guidelines.
  • Coordinate and book travel arrangements for executives as required.
  • Act as the primary liaison with the company's outsourced IT vendor, ensuring smooth communication and issue resolution.
  • Oversee the procurement and management of fixed assets, including:
  • Submitting quotes for new computers and IT equipment.
  • Coordinating with IT vendors and employees for equipment setup and troubleshooting.
  • Handling pickup and couriering of new computers to employees as necessary.
  • Monitor compliance with IT security training and online courses, ensuring all employees complete mandatory training as required by the IT vendor.
  • Oversee and execute special projects or company initiatives as needed.

Required Skills and Knowledge:

  • Proficiency in HRIS systems, particularly BambooHR.
  • Strong organizational skills and the ability to manage multiple tasks simultaneously.
  • Excellent communication skills, both written and verbal.
  • Ability to draft and maintain corporate policies.
  • Experience with benefits administration and renewal processes.
  • Event planning and execution skills.
  • Ability to manage confidential information with discretion.
  • Basic knowledge of IT asset management.
  • Experience with travel coordination.

Education and Experience:

  • Bachelor's degree in Human Resources, Business Administration, or a related field.
  • Minimum of 3 years of experience in Human Resources or Office Administration.

Application Instructions:

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

  • Administrative Support Specialist

    19 hours ago

    Oakville, Ontario, Canada Appleby College Full time

    At Appleby College, we are seeking an experienced Administrative Support Specialist to join our team. As a key member of our academic leadership team, you will play a vital role in supporting the day-to-day operations of our school.Job Description:The Administrative Support Specialist will be responsible for providing administrative support to the Head of...

  • Administrative collection specialist

    6 days ago

    Oakville, Ontario, Canada Randstad Canada Full time

    We are seeking an organized and detail-oriented Administrative assistant in Oakville. The ideal candidate will have strong administrative experience, proficiency in Excel and Word, and a solid understanding of invoicing, taxes, and financial documentation. Experience with collections and strong communication skills, including the ability to liaise with...

  • Junior administrative vendor performance specialist

    2 days ago

    Oakville, Ontario, Canada Randstad Canada Full time

    We are seeking an organized and detail-oriented Administrative assistant in Oakville. The ideal candidate will have strong administrative experience, proficiency in Excel and Word, and a solid understanding of invoicing, taxes, and financial documentation. Experience with collections and strong communication skills, including the ability to liaise with...

  • Identity Governance and Administration Lead

    1 day ago

    Oakville, Ontario, Canada Staff IT Search Group Inc. Full time

    We are seeking an experienced IAM Security Specialist to join our team, responsible for designing and implementing secure identity management systems.The ideal candidate will possess a strong technical background and 3-5 years of experience in IAM administration, with expertise in access controls, security governance, and risk management.This is a full-time...

  • Health and Safety Compliance Specialist

    4 days ago

    Oakville, Ontario, Canada Naylor Building Partnerships Inc. Full time

    About the RoleNaylor Building Partnerships Inc. is currently looking for a skilled Health and Safety Compliance Specialist to provide administrative support to the human resources department.Key Responsibilities:Providing health and safety support to the HR Department, including researching legislation and developing policiesAssisting with the establishment...

  • Information Technology Technical Specialist

    4 weeks ago

    Oakville, Ontario, Canada EC Managed IT Full time

    Information Technology Technical SpecialistJoin Our Team as an IT Technical Specialist at EC Managed ITAt EC Managed IT, we are industry leaders in Data Security, Cloud Computing, and Enterprise Software Development, with 25 years of excellence in delivering top-tier technology solutions. As a Microsoft Solutions Partner and CyberSecure Canada-certified...

  • Corporate Operations Specialist

    3 days ago

    Oakville, Ontario, Canada TalentSphere Staffing Solutions Full time

    **Job Description:**We are looking for a Corporate Operations Specialist to join our team and support the client's newly established family office.In this role, you will assist in setting up and maintaining the operational infrastructure of the family office, including financial record-keeping, tax compliance, and legal filing requirements.You will also...

  • Administrative Support Specialist

    4 days ago

    Oakville, Ontario, Canada Harbinger Network Inc. Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Office Coordinator to join our team.Key Responsibilities:Answer phone inquiries and respond to general information requestsPrepare correspondences, reports, and presentations as requiredCoordinate office operations, including supply management, facility maintenance, and inventory...

  • Business Planning and Support Specialist

    7 days ago

    Oakville, Ontario, Canada Halton Region Full time

    Job ResponsibilitiesWe are seeking a Business Planning and Support Specialist to join our team at Halton Region. The successful candidate will be responsible for providing support to the Health Department on business planning and special projects.The ideal candidate will have a strong background in business administration, with a minimum of three years of...

  • Site Administrator Support Specialist

    1 week ago

    Oakville, Ontario, Canada FLINT Corp. Full time

    About the RoleThis exciting opportunity at FLINT Corp. requires an individual with excellent administrative skills and strong analytical capabilities.Main DutiesProvide administrative support to the site management team, including data entry, record-keeping, and cost tracking.Contribute to a safe working environment by following safety protocols, reporting...

  • Executive Support Specialist

    5 days ago

    Oakville, Ontario, Canada With-Seidelin Private Wealth Management, iA Private Wealth Full time

    We are seeking a highly skilled and organized Executive Support Specialist to join our team at With-Seidelin Private Wealth Management, iA Private Wealth. As the lead client service provider for approximately 30 families, you will be responsible for delivering exceptional administrative support and ensuring seamless execution of our clients' needs.The ideal...

  • Cash Application Administrator

    4 weeks ago

    Oakville, Ontario, Canada Mypharmacare Full time

    As the Cash Application Administrator, you will work with the accounts receivable department to process high volume transactions. The cash application specialist will ideally have experience working in a high-volume environment and previous accounts receivable experience.What you get to do every single day:- Post daily payments including ACH transfers,...

  • Purchasing Specialist

    4 days ago

    Oakville, Ontario, Canada Advantage Personnel Full time

    About the RoleAdvantage Personnel is seeking a skilled Purchaser to join their team as a Purchasing Specialist. As a key member of the supply chain, you will be responsible for procuring goods and services from various suppliers while maintaining excellent customer service.Key ResponsibilitiesBecoming an expert on the products and services being supplied to...

  • Administrative Support Specialist

    2 days ago

    Oakville, Ontario, Canada VELUX Full time

    About VELUX Canada:VELUX Canada Inc. is a leading manufacturer of skylights, sun tunnels, and roof windows. We have been creating better living environments for people around the world for over 80 years.We are a strong value-based company where passion, commitment, thoroughness, and mutual respect are among our core values. Teamwork and professionalism are...

  • Administrative Support Specialist for Sales Team

    7 days ago

    Oakville, Ontario, Canada Graywood Developments Ltd. Full time

    We are currently looking for a skilled Sales Administrator to join our team at Graywood Developments Ltd.About the Role:Maintain accurate records and data entry related to sales transactions.Provide administrative support to the sales team.Coordinating sales events and marketing initiatives.Key Responsibilities:E nsure all start/end of day duties are carried...

  • Equipment Lease Administrator

    2 weeks ago

    Oakville, Ontario, Canada CSI Leasing, Inc Full time

    At CSI Leasing, we know that our greatest assets are our people. It is because of their talent and hard work that we have maintained a record of growth and profitability, as well as the status of a leader in the leasing industry. With over 1,500 employees around the world, the CSI team is diverse, global and passionate about what they do. Our employees are...

  • Sales and Business Development Specialist

    5 days ago

    Oakville, Ontario, Canada Fresh Industries Full time

    Company OverviewFresh Industries Inc. is a family-owned business committed to providing trusted owned brands and name products with client-focused core values that offer superior value and quality for its distributors and their clients.We take pride in our progressive approach that consistently seeks customer satisfaction, social responsibility, and...

  • Financial Management Specialist

    4 days ago

    Oakville, Ontario, Canada Innomar Strategies Inc. Full time

    At Innomar Strategies Inc., we are seeking a highly skilled Financial Management Specialist to join our team. This key role is responsible for developing and implementing investment roadmaps that align with the company's strategy.Key ResponsibilitiesPartner with leadership to develop a comprehensive investment roadmap that aligns with the company's overall...

  • Junior administrative vendor performance

    6 days ago

    Oakville, Ontario, Canada Randstad Canada Full time

    We are seeking an organized and detail-oriented Administrative assistant in Oakville. The ideal candidate will have strong administrative experience, proficiency in Excel and Word, and a solid understanding of invoicing, taxes, and financial documentation. Experience with collections and strong communication skills, including the ability to liaise with...

  • ERP Process Optimization Specialist

    2 days ago

    Oakville, Ontario, Canada Promation Full time

    About UsPromation is a company that delivers custom equipment and turnkey systems globally. We have been in business since 1995 and have a strong reputation for quality and reliability.We have three main areas of focus: Nuclear, Automation, and Industrial. Our team of engineers and designers works together to create innovative solutions for our clients.Job...