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Administrative Support Specialist

2 months ago

Ajax, Ontario, Canada Colgate Full time
Job Summary

We are seeking a highly organized and detail-oriented Plant HR and Administrator to join our team at Colgate-Palmolive. As a key member of our HR department, you will be responsible for providing administrative support to our HR Manager and ensuring the smooth operation of our plant's HR functions.

Key Responsibilities
  • Administrative Support
    • Coordinate calendars, training events, and meetings, including preparing meeting agendas and meeting minutes.
    • Arrange business travel and assist with expense reports.
    • Manage the budget for office supplies and place orders as needed.
  • HR Operations
    • Manage employee call-in lines and tracking, including absences, emergency vacation, STD/FMLA, parental, bereavement, and other types of leave.
    • Conduct monthly audits of work leaves and ensure compliance with company policies.
  • Employee Programs and Celebrations
    • Coordinate and manage plant-wide employee programs and celebrations, including service awards, holiday parties, company picnics, and other events.
  • Recruitment and Onboarding
    • Coordinate the multi-step recruitment process for new hires, including tracking, physical/drug screens, record creation, and scheduling new hire orientation.
  • Confidentiality and Discretion
    • Provide administrative and organizational support to the HR Manager and maintain highly confidential information and discretion at all times.
  • Additional Responsibilities
    • Coordinate and maintain files for the plant location.
    • Recommend, design, and execute plant-wide internal communications, including bulletin board postings, mailings, and internal job openings.
    • Update and maintain plant information, including training records and assisting with reporting and identifying gaps between completed and required training.
    • Provide assistance to the administration of the internship program and other plant programs.
    • Provide assistance to team members with system accesses, EAP, bonus data, and payroll records.
    • Actively participate in plant/Global Supply Chain related projects as needed.
    • Coordinate bi-weekly payroll in partnership with Finance.
    Requirements
    • Education
      • High School Diploma/GED.
    • Experience
      • Prior experience working in an HR environment.
      • A minimum of 2 years of administrative experience.
    • Skills
      • Strong interpersonal and communication skills (written and verbal).
      • Proficient in Windows Operating Systems with emphasis in Microsoft Word, Excel, and PowerPoint.
      • Data mining and report generation ability.
      • Maintains a high level of confidentiality.
      • Knowledge of HR regulatory policies (i.e. HIPPAA, EEOC, FMLA, ADA) required.
      • Highly organized and detail-oriented.
      • Self-directed with strong results-oriented attitude.
      • Ability to initiate and develop long-term working relationships and networks.
      • Ability to adhere to all safety requirements and wear the proper PPE.
      • Ability to lead several projects and responsibilities simultaneously.
    • Preferred Qualifications
      • B.A./B.S. in HR, Education, Psychology, Business, or related field.