Business Support Administrator

**As our Business Support Administrator, you will provide a business support service to the engineering operations team, to deliver a high quality, effective and efficient day-to-day management of the business operations and some human resources administrative activities. This position will report to the Senior Engineering Operations Manager but will collaborate regularly with and seek direction on HR initiatives from the Regional Human Resources Business Partner. You will also be the liaison with the International Payroll team, as appropriate.**

**Ability to communicate in French in a professional setting is required***

**Reports to**
- ** Senior Engineer Operations Manager**
- ** People/ HR Advisor**

**Business Area**
- ** Client Services**

**Key Responsibilities**

**Onboarding Tasks**
- ** Oversee onboarding processes for new hires**
- ** Coordinate orientation day and onboarding plans with new hires and internal stakeholders; liaise with HR team to ensure completion of employment and payroll verifications**
- ** Send out communications to the new hires for their first day's instruction**
- ** Maintain onboarding matrix for new hires**
- ** Present Welcome to Ocado/ employee presentations**
- ** Check in with new employees through their first few weeks to ensure they have clear directions from their line managers**
- ** Liaise with the Sobeys Viola team on any coordination required to orient new hires on site**
- ** Give new hires a tour of the building and have a badge made for them by Sobeys Viola security.**
- ** Liaise with training team and ETM on training schedules and maintaining the onboarding matrix and Training spreadsheet is up-to-date**
- ** Create a first week schedule for new hires and coordinate with ETMs/ training coordinators and training champions**
- ** Coordinate with TSS to have new hires laptop and phone ready for first day of employment**
- ** Schedule the new hires first day on google calendar with all necessary parties.**

**Payroll/ Pay processing Tasks**
- ** Daily/ Weekly Time card checks on TMF**
- ** Fix and time card issues if needed prior to submitting payroll reports**
- ** Update and submit payroll action report**
- ** Pull pay period summary reports and submit to international payroll on a bi
- weekly basis.**
- ** Add new hires to TMF, send new hires TMF logins**
- ** Pull custom reports to track Personal time. Sick time, Covid leave pay and vacation time**
- ** Update and track PT, ST, covid leave and VT**
- ** Answer any employee questions regarding vacation hour balance**
- ** Reach out to ETMs regarding any time card discrepancies**
- ** Send out bi
- weekly reminders for employees to fill out their time card before payroll cut off period**
- ** Liaise with Eric Boyles (payroll specialist) on any payroll problems and concerns and liaise with Karanja (manulife) on any benefits issues**
- ** Ensure communication is brought to the employee via the HR team on surrounding issues.**
- ** Send list of names for step-up pay and individuals who are affected by the 24 hour shift schedule to ensure proper payment**
- ** Liaise with the International Payroll team and provide any relevant information for payroll queries as and when they arise**
- ** Calculate statutory entitlement pay and enter into TMF on holidays**

**Employee Engagement Tasks**
- ** Support staff by coordinating team building events and employee socialisation activities.**
- ** Coordinate with ETMs to plan lunches / dinners for each team**
- ** Coordinate food for training, milestone celebrations and leadership team lunches.**
- ** Arrange/coordinate monthly team events**
- ** Check in with ETMs with employee nominations/ recognitions**
- ** Coordinate with SEOM for budgets and planning events.**

**Health and Safety Tasks**
- ** Coordinate/ Attend monthly health JHSC**
- ** Support in-house health and safety tasks, reviews, and audits**
- ** Keep the safety board and safety signage up to date.**

**Miscellaneous Tasks**
- ** Coordinate site visitors schedule, orientation. Including setting up hotels and travel arrangements as well as meals as needed**
- ** Welcoming Ocado visitors and contractors and going through health & safety and evacuation procedures.**
- ** Liaise with inventory coordinators for proper receiving of items and additional ordering of PPE and additional supplies.**
- ** Leverage experience to provide basic employee relations support to on-site management; conduct initial employee relations conversations in collaboration with the Regional HR Business Partner and client HR representatives, if applicable**
- ** Liaise with the HR team on employee questions, and HR administration, such as worker’s compensation, accommodations, etc; approve timecards and answer questions about scheduling**
- ** Update employee headcount/ staffing lists as employees are hired/ terminated**
- ** Reach out to ETM’s to complete 1 on 1 meetings on a quarterly basis**
- ** Work on Engineering Newsletter**
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