Administrative Specialist

2 weeks 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.

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