Office Administrator/hr Coordinator

1 week ago

Surrey, Canada West Coast Gardens Full time

Job Description: Office Administrator / HR Coordinator

**Position Summary**:
**Key Responsibilities**:
**Office Administration**:

- Support management with scheduling, meeting coordination, and documentation needs.
- Maintain organized filing systems (both digital and physical) for company records and employee files.

**Human Resources Support**:

- Coordinate and post job postings across internal and external platforms.
- Pre-Screen applicants (this can be done over Zoom), coordinate & schedule interviews for face-to-face interviews with managers.
- Assist with reference checks, background checks, and hiring documentation.
- Facilitate new hire orientations for each department, ensuring a smooth onboarding experience.
- Collect, verify, and process all new hire paperwork, ensuring accuracy and compliance for payroll and HR records.
- Serve as a point of contact for employees regarding HR policies and procedures, escalating issues as appropriate.
- Supports the disciplinary process in accordance with company policy, including involvement in employee terminations.
- Responsible for drafting, reviewing, and filing employee contracts in compliance with company policies and legal requirements.

**Payroll & Compliance**:

- Ensure all employee documentation required for payroll is complete, accurate, and submitted in a timely manner.
- Liaise with payroll and finance teams to resolve discrepancies or missing documentation.
- Support payroll operations by handling timesheets, sick leave and vacation tracking, wage updates, and maintaining employee payroll reports.
- Maintain confidential employee files and adhere to all compliance requirements regarding employment records.

**Immigrant Labor Program Management**:

- Oversee and coordinate the full cycle of recruitment for all permanent and temporary team members
- including the TFW Program LMIA Applications.
- Oversee the administration of immigrant labor processes, including documentation, compliance, and communication with external agencies.
- Track visa/work permit timelines and ensure deadlines are met for renewals and submissions.
- Support management in maintaining compliance with all government labor and immigration regulations.
- Act as a liaison between the company, employees, and immigration agencies to ensure smooth coordination.

This is a part-time role, requiring 16-24 hours per week, with some flexibility in scheduling.

**Qualifications**:

- Proven experience in office administration or human resources (2-3 years preferred).
- Strong organizational skills with the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- High level of confidentiality, discretion, and professionalism.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and HRIS systems (asset but not required).
- Knowledge of payroll processes and employment law is an advantage.
- Experience with immigration processes or willingness to learn is highly valued.

**Personal Attributes**:

- Detail-oriented and thorough in documentation.
- Adaptable and able to work independently with mínimal supervision.
- Strong interpersonal skills with the ability to build trust with employees and external partners.
- Problem-solver who can anticipate needs and respond proactively.

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