HR & Office Administrator

Sika Canada is a wholly owned subsidiary of the Sika Group. The company develops and manufactures special construction products for the building and civil engineering sectors, which include concrete repair, protection and structural reinforcement, sealing and bonding, waterproofing, concrete admixtures and additives (ready-mixed concrete, precast concrete, shotcrete, etc.), industrial, commercial and institutional flooring and roofing systems. Sika Canada is also active in the home improvement and consumer solutions market with a range of specific products. The Industrial Products Division develops sealing, bonding and protection solutions for the railway, automotive, truck, industrial body and other OEM markets, windshield replacement, shipbuilding, appliances and equipment, fenestration, etc. Sika Canada has regional offices and industrial sites in Quebec, Ontario, Alberta and British Columbia and employs over 450 people in Canada. The company is ISO certified and a member of the Canada Green Building Council (CaGBC).

Job Description

POSITION OVERVIEW

The HR & Office Administrator plays a key role in supporting Human Resources, office operations, facilities, health and safety, and employee engagement activities. This position ensures smooth day‑to‑day operations of the Oakville office by providing administrative support across HR, Facilities, and Workplace Services while contributing to a positive, safe, and well‑organized employee experience.

Key Responsibilities

Human Resources & Administrative Support

• Support employee onboarding activities, including office tours and preparation of new‑hire welcome kits.
• Scan and maintain employee documentation in electronic filing systems in accordance with record‑keeping requirements.
• Provide general administrative support to the HR team as needed.

Office Administration & Front Desk Support

• Manage incoming and outgoing mail and courier services, including creation, tracking, and distribution.
• Coordinate and support meetings across departments and leadership teams, including boardroom bookings, catering arrangements, and room setup and cleanup for town halls and company events.
• Manage visitor processes, including sign‑in procedures, visitor guides, and on‑site coordination, ensuring compliance with security, emergency response plans, and audit requirements.
• Oversee and manage the Office Services email account, routing and responding to requests as appropriate.

Fleet & Asset Support

• Provide full administrative support related to fleet coordination.
• Create and manage driver records in the fleet software.
• Assign units to new drivers.
• Coordinate the annual MVR process.
• In collaboration with the EVP of HR, prepare the annual vehicle selection and support the renewal process for vehicle and insurance coverage.
• Monitor and run exception reports and provide regular reporting (fuel, maintenance).
• Support drivers in cases of vehicle incidents or accidents.
• Participate in the development and implementation of fleet policies and procedures.
• Ensure drivers have required transponders (407 ETR / A30 / A25).

Facilities, Vendor & Office Management

• Act as the primary liaison with property management regarding building operations, maintenance requests, and facility‑related issues.
• Coordinate facilities services, including but not limited to cleaning services, shredding, rug cleaning, plant care, coffee services, and general office supplies and furniture.
• Maintain and update office floor plans.
• Coordinate security‑related services and access.
• Support Xerox printer and toner coordination in partnership with the IT team.
• Process and manage facilities‑related invoices.
• Coordinate and manage Requests for Proposals (RFPs) for facilities and vendor services in Oakville and/or the Central Region, working closely with Procurement and Legal.

Health & Safety (H&S) Support

• Conduct and document regular inspections of fire extinguishers, first aid kits, and AEDs to ensure compliance.
• Serve as the primary point of contact with the landlord for health and safety matters, including building fire plans and annual building drills.
• Coordinate and schedule annual office fire drills where not led by the building owner.
• Assemble and maintain employee personal protective equipment kits in collaboration with the internal Health and Safety team.
• Participate in the Joint Health and Safety Committee (JHSC), including supporting meeting minutes and maintaining health and safety boards.

Employee Engagement & Culture

• Coordinate employee engagement initiatives, including monthly breakfasts and ad‑hoc celebrations.
• Support planning and coordination of the annual Sika Day and other internal employee engagement events.
• Maintain digital office displays and physical bulletin boards with current and relevant content.

Community Engagement

• Coordinate community engagement initiatives in Oakville and/or across the Central Region.
• Support employee participation and logistics for community involvement programs.

Qualifications

QUALIFICATIONS

• Post‑secondary education in Human Resources, Business Administration, or a related field preferred.
• 2+ years of experience in HR administration, office coordination, or facilities support (an asset).
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast‑paced environment.
• Strong communication and interpersonal skills.
• Proficiency with Microsoft Office and comfort working in digital systems
• Discretion and professionalism when handling confidential information.

WORKING CONDITIONS/ PHYSICAL DEMANDS

• Work is performed primarily indoors in an office environment, with the flexibility to work from a home office where applicable. The environment is climate‑controlled with air conditioning and heating as required.
• An ergonomic workstation is provided or supported to enable safe and comfortable work conditions.
• The role requires frequent communication by phone, email, and virtual meeting platforms throughout the workday.
• Occasional light physical activity may be required, such as setting up meeting spaces, handling office supplies, or moving small items.
• The position involves extended periods of sitting, screen use, and keyboard work.

Additional Information

• Join the family of Sika AG, with over 35,000 employees and companies set up in over 100 countries, which provide ample of opportunities to grow.
• Many of our employees describe their working relationships at Sika as friendly, personable and sincere. We call this the
  "Sika Spirit"
  .
• For such a large company, we have a surprisingly flat hierarchy with direct decision-making processes and decentralized organizational units.
• We firmly believe that the diversity of our workforce is a key contributing factor to our success story.

Sika is committed to a work environment that supports, inspires, and respects all individuals that apply. As an equal opportunity employer Sika will consider all qualified applicants without discrimination on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, age, disability, national or ethnic origin, or other protected characteristics. We offer competitive salaries, aligned with local market benchmarks and the specific scope and responsibilities of each role. Compensation is determined based skills relevant to the position, education and/or training. We are committed to fair and equitable pay practices in accordance with applicable laws and regulations.

Sika Canada discloses that we use Artificial Intelligence (AI) tools to assist in the initial screening of applications. However, we want to emphasize that AI does not make final decisions or eliminate candidates from consideration. Our dedicated hiring managers and recruiters carefully review all applications to ensure a fair and comprehensive evaluation process. This approach combines the efficiency of AI with the expertise and judgment of our experienced hiring team, allowing us to identify the best candidates while maintaining a human-centered hiring process.