HR & Office Administrator

About Planisware:

Planisware is a leading provider of Strategic Portfolio Management (SPM) solutions, helping organizations connect strategy to execution and drive better business outcomes.

Our platform enables companies to plan, prioritize, and deliver complex initiatives across R&D, IT, and capital projects, with strong adoption across pharmaceutical, medical device, manufacturing, energy, and financial services industries.

With a strong foundation, global presence, and continued growth, Planisware is uniquely positioned to shape the future of portfolio management.

Position Summary

The HR & Office Administrator supports both human resources and day‑to‑day office operations, ensuring a well‑organized, welcoming, and efficient workplace. This role combines core HR administration and payroll coordination with hands‑on office management responsibilities, including maintaining common spaces, coordinating vendors, and organizing employee events. The position plays a key role in supporting employee experience and smooth business operations in the Montreal office.

This role will be based out of our Montreal office. Planisware currently has a hybrid policy of working in-office four days per week, Monday-Thursday, with remote flexibility on Friday. This is subject to change as the company sees fit. Salary range for this role is C$60-70k.

Key Responsibilities

Human Resources Administration

• Support the employee lifecycle, including onboarding, offboarding, and employee record management
• Maintain HR data, personnel files, and HR systems with accuracy and discretion
• Respond to employee inquiries related to HR processes, policies, benefits, and payroll
• Assist with benefits administration, enrollments, updates, and coordination with providers
• Support performance review cycles, training coordination, and internal HR reporting
• Ensure HR administrative practices align with company policy and Quebec employment standards

Payroll Support

• Coordinate payroll processing with internal and external payroll providers
• Maintain accurate employee data impacting payroll (new hires, terminations, job changes, leaves)
• Track vacation balances, statutory holidays, sick leave, and other absences
• Assist in resolving payroll discrepancies and employee questions
• Support year‑end payroll activities, including T4 and Relevé 1 preparation and verification

Office Administration & Workplace Operations

• Oversee day‑to‑day office operations to ensure a clean, organized, and professional work environment
• Coordinate office cleaning schedules and assist with light office tidying as needed (kitchens, meeting rooms, common areas)
• Ensure common spaces are organized, stocked, and ready for daily use (coffee, snacks, office supplies)
• Manage relationships with office vendors and building management (cleaning services, maintenance, deliveries)
• Order, organize, and maintain inventory of office supplies and equipment
• Support health and safety initiatives and ensure office practices meet basic workplace standards

Events & Employee Experience

• Plan, organize, and support internal events such as team meetings, onboarding sessions, happy hours, and employee celebrations
• Coordinate logistics for social events, including catering, supplies, space setup, and post‑event cleanup
• Support company‑wide initiatives that promote engagement, culture, and collaboration
• Assist with internal communications related to office updates, events, and HR announcements

Qualifications & Experience

• 2–4 years of experience in office administration, HR administration, or operations support
• Experience supporting payroll processes, ideally within a Quebec‑based organization
• Experience with Quebec HR practices and employment standards
• Strong organizational and time management skills with attention to detail
• Comfortable balancing administrative, people‑facing, and hands‑on office tasks
• Ability to handle confidential information with professionalism and discretion
• Proficiency in Microsoft Office and HR/payroll systems
• Bilingual (French and English) required

Benefits and Perks:

• 3 weeks paid vacation
• Paid holidays
• Paid parental leave
• Life, short and long-term disability insurance
• Company annual kick-off trip
• RRSP plan with company variable contribution
• Supplemental health, dental, and vision insurance
• Cell phone and internet allowances
• Events and happy hours
• Company charitable donation match
• Community outreach
• Tuition assistance program
• Graduate program