HUMAN RESOURCES ADMINISTRATOR

The Temporary HR Administrator supports the delivery of efficient, high-quality human resources services across the organization, with a strong focus on recruitment, proactively sourcing, interviewing, and assessing candidates. This role acts as the key point of contact for employees, candidates, and hiring managers, and proactively develops and promotes AFD's internal and external employer brand while strategically building a pipeline of prospective candidates. The HR Administrator follows the hiring process, including booking pre-employment testing, onboarding all new hires, and processing employee data in the HRIS, ensuring a smooth and professional experience at every touchpoint. The HR Administrator also maintains accurate HR records and documentation and supports the broader HR team with project work as capacity allows. Success in this role depends on strong organizational skills, attention to detail, and a genuine, consistent customer-service mindset

Essential Functions

• Administer full-cycle recruitment activities, including job postings, resume screening, scheduling and booking & conducting interviews, preparing offer documentation, booking pre-employment testing and background checks, arranging candidate travel (including flights) as needed, and supporting onboarding and orientation to ensure a positive new hire experience.
• Act as a point of contact for employee and manager inquiries, providing clear, friendly guidance on policies and procedures, and escalating complex issues to HR leadership as needed.
• Prepare and issue employment verification letters, offer letters, and reference letters in accordance with company policy.
• Maintain accurate employee records within the HRIS, process employee data changes, generate standard reports, and support system updates and data integrity.
• Maintain electronic HR filing systems; assemble and maintain applicant files and databases for recruitment tracking.
• Assist with the administration of employee programs, including the EFA (Employee Fuel Account) Boot Reimbursement and referral programs.
• Act as a knowledgeable resource for new hires and employees when they have questions or are choosing options for Benefits, HSA and RRSP.
• Draft, proofread, and distribute HR correspondence, memoranda, reports, and job descriptions.
• Support onboarding logistics, including scheduling, new hire paperwork, and coordination of orientation materials.
• Conduct regular HR operations tasks, including documentation, audits, file maintenance, and compliance tracking.
• Track HR data and prepare standard reports related to recruitment, and onboarding,
• Serve as support for payroll processes in ADP, including verifying new hire data, policy assignments, banking, boot reimbursement approvals and benefits sign up.
• Train hourly employees on ADP Workforce Now on timecard entry and all employees on booking time off.
• Work within the HR Marketing systems such as Indeed, LinkedIn promoting employee culture and recruitment.
• Support HR leadership with special projects, workforce planning initiatives, and process improvement work as opportunities arise.
• Greet visitors and walk in on the spot interviews.
• Support HR department communications, including phone and email inquiries, with professionalism and discretion.
• Perform additional HR-related administrative tasks and projects as needed.
• Other related duties as required or assigned.

Requirements

Education

• High School Diploma or GED required.
• Post-secondary education in HR, business, or a related field is an asset but not required.

Experience

• Prior experience in a customer-service, administrative, or front-office role required; HR-specific experience is an asset but not mandatory.
• Recruitment coordination experience is a plus.

Other Skills (knowledge)

• Strong customer service orientation with the ability to build trust and rapport across all levels of the organization, this is the most critical qualification for the role.
• Strong instinct for organizational culture and fit; able to read candidates beyond the resume and gauge how they will mesh with AFD's team environment.
• Willingness to consistently follow through on repetitive data entry, filing, and recordkeeping tasks with care and accuracy, even when the work is routine.
• Ability to maintain strict confidentiality with sensitive employee information.
• Strong written and verbal communication skills, including proper grammar, spelling, and composition.
• Ability to organize, prioritize, and multi-task in a fast-paced environment.
• Comfortable working in ADP Workforce Now and other HRIS platforms, including training hourly employees on time card entry; also serves as a backup on broader payroll system tasks.
• Proficiency in MS Office (Word, Excel, Outlook); familiarity with HR software and AI systems considered an asset.
• Ability to work with minimal supervision and take initiative on routine tasks.

Supervisory Responsibility

N/A

Decision Making

Makes day-to-day decisions related to recruitment, onboarding, and HR policy application within established guidelines. Provides objective guidance to hiring managers on candidate selection and policy interpretation. Exercises judgment in maintaining confidentiality, data integrity, and compliance across all HR activities.