HR Administrator

Annis O'Sullivan Vollebekk Ltd. (AOV) is a privately-owned, independent, multi-disciplined firm based in Ottawa, Ontario. Founded in 1964, with offices in the Ottawa region. AOV is a professional land surveying firm offering clientele a wide range of services in topographic, hydrographic, cadastral, geodetic LiDAR, Photogrammetric and engineering surveys. AOV also provides a full range of land development consulting services, including severances, subdivision, and condominiums.

In addition to providing for a full range of land development consulting services, including severances, subdivision design & layouts, and condominiums projects, AOV also plays a key role in creating strata-ownership and easement limits for multi-use developments and the local LRT initiative.

Our employees come to work everyday doing something that they know really matters – they help ensure homes, condos and other new or existing construction are laid out in compliance with designs, drawings and municipal requirements.

We are actively hiring a HR Administrator who is highly organized and detail-oriented that supports the Human Resources team in a variety of administrative HR functions, including recruitment, employee onboarding, records management, and HR reporting.

Responsibilities

Full Cycle Recruitment:

• Coordinate the recruitment process by posting job openings, screening resumes, scheduling interviews, interviewing upon request, and communicating with candidates.
• Support the interview process by coordinating interviews with hiring managers and ensuring timely feedback.
• Maintain recruitment tracking systems and ensure timely follow-up with candidates and hiring managers.
• Post job openings on various recruitment platforms, including job boards, social media, and the company website.
• Develop & present an annual plan and attend assigned job fairs, and presentations at colleges and universities.

Onboarding & New Hire Support:

• Coordinate the onboarding process for new employees, ensuring they complete necessary paperwork and receive a thorough introduction to company policies and culture.
• Coordinate orientation sessions, set up workstations, and ensure all new hire equipment (laptop, phone, etc.) is ready for the first day.
• Serve as a point of contact for new hires, answering questions and ensuring a smooth transition into the company.
• Ensure new employees are aware of company policies, benefits, and procedures before their first day.
• Coordinate new hire onboarding, including preparing offer letters, ensuring all new hire documentation is completed, and facilitating the orientation process.

Candidate Experience:

• Ensure a positive candidate experience by maintaining clear communication, timely feedback, and transparent interview processes.
• Conduct candidate reference checks, background screenings, and verify employment history as necessary.

Job Advertising & Sourcing:

• Utilize LinkedIn, job fairs, and other sourcing methods to attract a diverse pool of candidates – meeting legislative requirements.
• Continuously evaluate and refine sourcing strategies to ensure a steady pipeline of qualified candidates.

Applicant Tracking & Documentation:

• Maintain accurate and up-to-date candidate records in the matrix for insurance required documents and communicating as required changes are made.

Employer Branding:

• Coordinate and track marketing initiatives for AOVG.
• Coordinate and track donation and sponsorship initiatives.
• Ensure AOVG is actively engaged on websites, blogs, social media, and recruitment sites.

Staff Recognition and Culture

• Coordinate annual planning and hosting of various activities, events, and meetings to support employee engagement across AOVG.
• Identify employee milestones.
• Contribute to the excellence of best practices in human resources, presenting new ideas to strengthen the department and improve the AOVG experience.

Training and Development

• In collaboration with HR department plan and coordinate training initiatives.
• Ensure HR Education Center/Hubs are kept up to date.

Compliance & Reporting:

• Remain up to date on applicable legislation such as health and safety, employment standards, human rights, etc.
• Assist with compliance initiatives and policy updates pertaining to Human Resources.
• Ensure recruitment processes are compliant with legal, regulatory, and company requirements.
• Assist in creating and maintaining policies and practices that foster diversity, equity, and inclusion while ensuring adherence.
• Maintain confidentiality and ensure data protection in all human resources functions.

Human Resources Communication

• Assist with planning and maintaining AOVG calendar.
• Draft and distribute correspondence for employee communications as requested.
• Work with various departments on the development and distribution AOVG monthly newsletters.
• Ensure personnel concerns are communicated with HR Manager.
• Ensure the HR team is informed on status updates.

General HR Support:

• Provide support for HR projects and events.
• Assist in the preparation of HR communications, policies, and employee handbooks.
• Provide general office administration support to the HR team, including scheduling meetings, handling correspondence, and maintaining HR documentation.
• Complete data entry and receipt collection for budgetary requirements.
• Post daily timesheets, complete vacation approvals with managers, and update schedules as required, i.e.: Crew Schedule.
• Assist with employee off boarding procedures, ensuring systems and records are disabled as applicable.
• Provide backup support for Human Resources/OH&S Coordinator.
• Provide backup support for Office Administrator.
• Complete other duties as requested.

Requirements:

Knowledge and Education

• College Diploma or Bachelor's degree in Business, Human Resources Management or equivalent. Usually holds some form of certification.

Skills and Experience

• Strong understanding of recruitment best practices, sourcing techniques, and interview processes.
• Excellent communication skills, both written and verbal, with the ability to interact with candidates and hiring managers effectively.
• Strong organizational skills and attention to detail, with the ability to manage multiple roles and deadlines.
• Proven ability to assess candidates for both skills and cultural fit.
• Ability to work independently as well as part of a team.
• Basic knowledge of labor laws and regulations.
• Experience recruiting for a variety of roles, including technical, professional, and executive positions.
• Knowledge of diversity and inclusion best practices in recruitment.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace.

AI will not be used to screen, assess, or select applicants.

One open position available.

We welcome applications from all interested candidates, however, only those selected for an interview will be contacted. Annis O'Sullivan Vollebekk is an equal opportunity employer and accommodates people with disabilities throughout the recruitment and selection process.

Annis O'Sullivan Vollebekk Ltd. is committed to creating a barrier-free, accessible organization, utilizing a collaborative approach in supporting persons with disabilities during recruitment, selection, hiring and the ongoing employment life cycle in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Should any applicant require accommodation, please contact Human Resources.

Job Types: Full-time, Permanent

Pay: $50,000.00-$60,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match

Work Location: In person