Administrative Assistant- Human Resources

3 weeks ago

Mississauga, Canada Morguard Full time

**PURPOSE**

The HR Administrative Assistant is accountable to the Director of Human Resources, for ensuring that all daily administrative and other human resources-specific support activities are carried out in a timely and consistent manner. The Administrative Assistant works with the team to ensure the departmental goals are continuously met and that a high standard of client services is provided to all stakeholders.

**DUTIES AND RESPONSIBILITIES**

**1. General Clerical Duties and Administration**
Performs general administrative duties for the department including photocopying, managing incoming and outgoing mail and courier packages, maintaining required stationery and department supplies; handles inquiries from and coordinates work with other functions and parties within or outside of the organization.

**2. Human Resources Administration and Reporting**

Process and maintains HR related documents and files, including electronic files. Assist with creating reports and presentations. As the HR point of contact, becoming knowledgeable with HR related policies and procedures for responding to routine requests and questions.

**3. Recruitment and On-boarding**

Assists, as required, with various recruiting activities such as reference checking, preparation of onboarding packages, scheduling interviews, etc. to contribute to the effectiveness of the recruitment and on-boarding processes.

**3. Documentation & Knowledge Management**
Creates, proof-reads, formats and distributes various business correspondence, formal documentation and spreadsheets; sets-up and maintains systems for department documentation and catalogues all department specific reporting and knowledge; may be required to update web-sites and other virtual portals; performs data search in open or exclusive sources and organizes/catalogues data for easier access and use; prepare PowerPoint presentations and marketing materials, as required; maintains extensive mailing and distribution lists to support functional communication; initiates document archiving and retrieval, as required.

**4. Data & Platform Maintenance**
Performs various data input activities with the use of company’s systems, platforms and software specific to the function to ensure that data integrity is maintained and company’s policies and procedures for such activities are adhered to (e.g. lease documentation, insurance certificates, time reporting etc.); maintains various tracking systems for the department, as required.

**5. Financial**
Performs coding of invoices, prepares Purchase Orders and liaises with Accounts Payables, where required, to ensure that payments are entered in the system in accordance with the company’s guidelines and processed timely to avoid financial penalties; may manage and reconcile impress account(s) and may be responsible for the petty cash, where applicable, as well as bank deposits for the department or office; prepares expense reports for team members, as required.

**6. Travel Coordination and Time Management**
Prepares various arrangements and associated reporting including scheduling of appointments and meetings, travel arrangements, event organization and coordination to ensure that internal coordination between functions is timely and effective.

Any other job related duties and/or projects that may be assigned.

**MINIMUM REQUIREMENTS**
**Skills, Knowledge, Experience and Education**
- Excellent command of the English language with particular attention to grammar and spelling
- Intermediate to advanced practical knowledge of MS Office Applications
- 3-4 years of experience within an administrative role
- Solid knowledge of Adobe Acrobat
- An interest in human resources is an asset

**Core Competencies**
- Excellent interpersonal skills
- Strong communication skills both verbal and written
- Strong time management and organizational skills
- Ability to prioritize and maintain focus
- Ability to adapt to changing plans and priorities
- Ability to work independently
- Ability to handle confidential information
- Result
- and service oriented
- Proven proofreading skills
- Attention to detail

Morguard is a fully integrated real estate company. We own, manage and invest in high-quality, well-located, geographically diversified assets across North America. We have built our business with strong leadership and a proven management platform that have generated substantial, risk-adjusted returns - and significant long-term growth. With more than 40 years of experience and a dynamic team of 1,500 professionals, our commitment is to realize the potential of real estate through value creation and operational excellence.

**Subject to legally permissible exceptions or accommodation requests, Morguard requires that all new hires be fully vaccinated, as defined by Public Health, for COVID-19 on their first day of the assignment. Unless a valid Human Rights exemption applies, the vaccine requirement will be a condition of employment with Morgua

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