Job Title: Human Resources & Administration Specialist
Duration- 12 Months contract (Maternity Leave Coverage)
Location: Downtown Toronto , Hybrid work arrangement
GENERAL ACCOUNTABILITY AND SUMMARY
This role will appeal to a collaborative individual eager to gain experience in the areas of Human Resources and Administration. The HR Specialist will play a key role in supporting day-to-day HR operations while contributing to broader organizational initiatives. This role will appeal to a collaborative individual, with specific expertise in human resources and administration, as well as a broad interest in and exposure to various aspects of corporate operations including recruitment, HRIS systems (ADP workforce Now), and cross-functional projects. This is an in-person role based in Toronto and the successful candidate will be expected to be in the office a minimum of four (4) days per week.
RESPONSIBILITIES & DELIVERABLES
CORPORATE HUMAN RESOURCES AND ADP ADMINISTRATION
• Support onboarding activities by entering new hire information and ensuring documentation is complete in the system.
• Support employee engagement and HR initiatives, including learning programs and internal communications.
• Assist with offboarding processes, including processing terminations and updating records in ADP.
• Assist in maintaining accurate employee records in ADP, including updates to personal information, job changes, and organizational data
• Support payroll preparation by validating timesheets, flagging discrepancies, and coordinating with the payroll team.
• Assist in generating basic HR and payroll reports (e.g., headcount, turnover, attendance.
• Provide first-level support to employees on ADP self-service tools (e.g., accessing pay statements, updating personal details)
• Support benefits administration tasks such as tracking enrollments and updating employee records.
• Contribute to process improvement projects by documenting SOPs and identifying opportunities to enhance efficiency.
• Participate in HR projects involving ADP modules (e.g., performance management, talent tracking)
RECRUITMENT SUPPORT
• Assist in screening resumes and applications to identify qualified candidates for open positions
• Support candidate outreach efforts and coordinate interview scheduling with hiring managers and applicants
• Assist in the preparation and administration of offer letters and onboarding documentation
• Maintain accurate and up-to-date recruitment records, including tracking candidate pipelines and hiring progress
OFFICE ADMINISTRATION
• Manage day-to-day office operations, including supplies, scheduling, and communications.
• Coordinate internal meetings, prepare agendas, and take meeting minutes.
• Maintain organized filing systems (digital and physical) for easy access and retrieval.
• Perform general HR administrative tasks such as data entry, document organization and reporting.
ESSENTIAL SKILLS
Strong communication and interpersonal skills
High emotional intelligence and discretion
Collaborative and team-oriented mindset
Ability to coach, mentor, and influence across all levels
Proactive problem-solving and decision-making
Adaptability in fast-paced, multi-disciplinary environments
Cultural sensitivity and global perspective
TECHNICAL PROFICIENCY
HRIS and payroll systems (e.g., ADP, Ceridian, or similar)
Microsoft 365 Suite (Excel, Word, Outlook, Teams, SharePoint)
Project management tools (e.g., Asana, Trello, or MS Project)
Database management for contractors and recruiting agencies
Familiarity with vendor portals and client onboarding systems
Human Resources & Administration Specialist- Contract role • Toronto, Ontario, Canada
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