HR Coordinator

About Xanadu:
Xanadu’s mission is to build quantum computers that are useful and available to people everywhere.

At Xanadu, we are learners, innovators, researchers, collaborators and problem solvers. We are creating something that has never been built before. What we are doing is extremely hard, the classic moon shot. Few people in their life will be able to be a part of something like this, where if we are successful, the technologies we develop will solve some of the world’s most challenging problems, and literally change the world. And that is something to be excited about!

Our People team helps make this possible by attracting talented people and creating an environment where they can do their best work. Reporting to the Chief People Officer, you will coordinate essential HR activities, maintain accurate employee information, and help deliver a smooth experience for candidates, new hires, and employees across the organization.

Your role and responsibilities:

Recruitment Coordination

• Create, publish, update, and close job postings across the applicant tracking system (ATS), company careers page, and external job boards.
• Coordinate employment references and background checks, including candidate communications, consent gathering, status tracking, and follow-up.
• Support interview scheduling and provide additional recruitment administration as needed.
• Maintain accurate recruitment records and flag outstanding items to keep hiring processes moving efficiently.

Orientation and Onboarding

• Coordinate onboarding activities across hiring managers, the People team, IT, and other internal partners to ensure seamless readiness for new hires.
• Refresh and maintain orientation presentations, onboarding materials, checklists, and employee reference resources.
• Schedule orientation sessions and monitor the completion of required documentation and introductory activities.
• Identify opportunities to make the onboarding process clearer, more consistent, and welcoming.

HR Systems and Administration

• Maintain accurate, up-to-date, and complete employee records within the Human Resources Information System (HRIS) and related repositories.
• Support HRIS data integrity and cleanup efforts, identifying missing information, resolving inconsistencies, and structuring documentation.
• Process employee data changes and assist with routine reporting and data requests.
• Maintain HR forms, templates, shared team resources, and standard operating procedures.
• Handle personal and confidential employee information with strict care, integrity, and discretion.

Workflow and Process Improvements

• Review recurring administrative workflows and recommend practical enhancements to eliminate friction.
• Assist in configuring, testing, and documenting HRIS workflows, automated reminders, and employee self-service processes.
• Identify opportunities to automate routine tasks, reduce duplicated effort, and enhance handoffs between departments.
• Track incoming requests and proactively follow up on action items to ensure timely completion.

People Team Support

• Provide cross-functional coordination and administrative support across recruitment, employee programs, total rewards, and team initiatives.
• Support the Chief People Officer with team meeting coordination, deck/materials preparation, and action tracking.
• Assist in coordinating internal employee communications, team events, and learning sessions.
• Respond to routine employee inquiries and triage or route complex questions to the appropriate People team members.

Basic qualifications and experience:

• Approximately 1–3 years of experience in HR coordination, recruitment administration, or a closely related role.
• Postsecondary education in Human Resources, Business Administration, or a related discipline, or equivalent practical work experience.
• Prior experience maintaining employee records and working with an HR Information System (HRIS).
• Strong organizational and time-management capabilities, with a proven ability to prioritize multiple requests and competing deadlines.
• High attention to detail with a commitment to data accuracy and dependable follow-through.
• Strong written and verbal communication skills.
• Proficiency using spreadsheets, shared cloud documents, and digital tools to organize tasks and streamline processes.
• Demonstrated track record of exercising sound judgment and maintaining confidentiality when handling sensitive information.
• Core personal attributes:
• Ownership: Proactive in following through, identifying bottlenecks early, and keeping key stakeholders informed.
• Service Mindset: Approachable, responsive, and dedicated to delivering a positive experience for employees and candidates.
• Curiosity & Adaptability: Eager to learn new tools, adapt to shifting priorities in a growing organization, and find better ways to work.
• Collaboration: Enjoys cross-functional teamwork and building productive relationships across the business.

Preferred qualifications and experience:

• Hands-on experience working directly with HiBob HRIS.
• Experience supporting HR operations or talent teams within a high-growth startup, scaleup, or fast-paced technology environment.

This is for a new position. Your base salary will be determined based on your location, experience, and internal benchmarks. The base salary range is 60,000 - 75,000 CAD. You will also be eligible for equity and benefits.

Our values are important. They are fundamental and lay the foundation for culture at Xanadu. Learn more about our values here.

We are an equal opportunity employer and encourage candidates of all backgrounds to apply. We are committed to building an inclusive, safe, and equitable culture and fostering an environment where our employees feel included, valued, and heard. We are committed to meeting the needs of all individuals and support a barrier-free workplace. Should you require accommodations at any point during the recruitment process please contact Recruiting at recruiting@xanadu.ai.

Please be advised that we may use artificial intelligence (AI) tools to assist in the screening and assessment of applicants for this position. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.