HR Coordinator - Toronto, On.

About Dokainish & Company Since 2011, Dokainish & Company has delivered award-winning project management and project controls consultancy services.

We specialize in solving the most demanding challenges in capital project delivery; cost overruns, schedule slippage, and performance risk, with a track record that includes an impeccable client retention rate and consistent category leadership in our markets.

Our expertise spans Project Controls, Project Management, Quantitative Risk Analysis, Estimating, Organizational Change Management, Enterprise Reporting, Asset Management, and System Implementation for capital projects.

Our consultants are experienced, trusted, and given meaningful work from day one.

As we continue to grow our practice across increasingly complex and high-value engagements, we are seeking an HR Coordinator to join our team in Toronto.

Role Overview The HR Coordinator is a multifaceted role with two equally important pillars: HR and talent acquisition, and office and administrative coordination.

During active recruitment cycles, hiring takes priority and this person drives it.

When recruiting slows, the focus shifts to HR administration, onboarding, documentation, and office coordination, work that is just as owned and just as valued.

The variety is intentional; both sides of this role matter and the right person will take genuine pride in both.

What ties it all together is employee experience.

The way someone is welcomed on their first day, the office environment they walk into, the smoothness of an onboarding process, the energy of a well-run team event; this is all part of team engagement and culture.

This person plays a direct role in shaping how Dokainish feels to work at.

This is an excellent opportunity for someone early in their HR career who wants real ownership over the recruitment function, meaningful exposure to HR operations, and room to grow within a firm that is scaling fast.

You will be mentored, supported, and given increasing responsibility over time.

Location: Toronto, Ontario; full-time, in-person Type: Full-time, permanent Reports to: HR Manager Who We Are Looking For: This role is the right fit for someone who: Brings a strong talent acquisition mindset; skilled at identifying the right candidate and committed to delivering a professional, high-quality candidate experience at every stage.

Demonstrates full ownership across both pillars of this role; HR and talent acquisition, and workplace operations, treating each with equal accountability and care.

Is proactive and self-directed.

During busy hiring cycles you don’t wait to be told what to do next, you know what needs to happen and you move.

Communicates with warmth and professionalism.

Candidates, team members, vendors, and clients all feel well-supported when they interact with you.

Is highly organized and detail-oriented; nothing falls through the cracks, especially in a multi-role, multi-stage recruitment process.

Understands that a well-run office, a smooth onboarding, and a great candidate experience are all expressions of the same thing: a company that takes its people seriously.

Is discreet and trustworthy.

You will be handling confidential HR and candidate information, and you treat that responsibility seriously.

Is flexible and adaptable; the workload shifts with hiring cycles, and you adjust your focus accordingly without losing momentum.

Key Responsibilities: Talent Acquisition - Full Cycle Recruiting Own and manage the full recruitment cycle for assigned roles, from job posting to offer acceptance, in partnership with the HR Manager.

Draft and post job descriptions across relevant platforms.

Source candidates proactively through professional networks, referrals and networking, not just inbound applications.

Conduct initial application reviews and screen candidates against defined criteria, presenting shortlists with clear summaries to the HR Manager and hiring managers.

Conduct initial screening interviews and provide thorough candidate assessments.

Coordinate and schedule all interview stages; screens, video interviews, and in-person meetings, managing calendars across multiple stakeholders.

Own candidate communication throughout the full process; acknowledgements, status updates, interview confirmations, and timely follow-ups at every stage.

Maintain accurate and up-to-date candidate records and pipeline documentation in Manage the candidate experience with care; every touchpoint reflects the firm’s professionalism and values.

Support the preparation of offer letters and employment agreements in collaboration with the HR Manager.

Build and maintain talent pipelines for recurring or anticipated roles to reduce time-to-hire.

HR Administration & Onboarding Coordinate the full onboarding process for new hires, preparing documentation, scheduling orientation activities, and ensuring a smooth and welcoming Day 1 experience.

Support employee’s data entry and maintenance, ensuring employee and candidate records are accurate and current.

Assist the HR Manager with the preparation and updating of HR templates, offer letter frameworks, job description libraries, and HR policy documents.

Support compliance and reporting activities, health and safety tracking, and other regulatory requirements as directed.

Provide general HR administrative support; filing, document preparation, tracking deadlines, and following up on outstanding items.

Maintain confidentiality and sound judgment across all HR-related tasks and documentation.

Workplace Experience & Operations A well-run workplace doesn’t happen by accident.

This person ensures the office environment, supplies, vendor relationships, and team logistics are consistently managed, because the day-to-day experience of working at Dokainish matters.

• Coordinate team travel bookings including flights, accommodations, and ground transportation, ensuring requests are handled promptly and accurately for all team members.

Manage office and kitchen supply ordering: track inventory, place orders, and ensure the office is always well-stocked and running smoothly.

Oversee office vendor relationships; coordinate services, manage contacts, and ensure continuity of office operations.

Serve as the primary liaison with building management for maintenance, facilities, and access-related needs.

Lead health and safety initiatives including maintaining compliance, coordinating required training, and acting as the firm’s Health & Safety Champion.

Support the coordination of team events, client visits, and internal milestones; the moments that build culture and connection.

Handle general office administration including mail, deliveries, filing, and other day-to-day operational tasks as needed.

Ad Hoc & Growing Responsibilities Support operational research tasks as needed; including licensing, business registration, visa and work permit coordination across jurisdictions.

Contribute to internal process documentation and continuous improvement as the firm evolves.

Support additional projects and ad hoc requests as directed by the HR Manager or executive team.

Note: This role description is intended to provide a general overview of the position.

It is not an exhaustive list of all responsibilities, duties, skills, or qualifications required. What Success Looks Like: Success in this role is felt before it is measured, and it shows in the details.

Candidates move through the pipeline smoothly and feel valued at every stage.

New hires arrive to a prepared desk, a warm welcome, and a team that was ready for them.

The office runs without friction; travel is handled promptly, supplies are stocked, and nothing falls through the cracks.

The HR Manager has a reliable true partner, someone who sees what needs to happen and handles it.

That's the standard.

Requirements: A diploma or degree in Human Resources, Business Administration, or a related field (or equivalent work experience).

• 1–3 years of experience in an HR coordinator, talent acquisition, or administrative support role.

New graduates with relevant co-op or internship experience are encouraged to apply.

Genuine interest in Human Resources and a desire to grow within the people function over time.

Demonstrated experience or strong interest in full-cycle recruiting, from sourcing to offer.

Familiarity with LinkedIn Recruiter or proactive sourcing strategies.

Exceptional organizational and time management skills with the ability to manage multiple priorities and adapt to shifting needs.

Strong written and verbal communication skills, you represent the firm to every candidate, vendor, and new hire you interact with.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Experience with ATS is an asset.

High attention to detail, particularly in candidate documentation, scheduling, and offer preparation.

Discretion and professionalism when handling confidential candidate and employee information.

Must be based in or able to commute to downtown Toronto daily; this is a full-time, in-person role.

Nice to Have: Prior experience in a professional services, consulting, or similarly fast-paced environment.

Exposure to HR information systems.

Knowledge of Ontario employment legislation.

Experience coordinating travel bookings or managing office operations.

Exposure to multi-jurisdictional or international business environments.

Why Join Us At Dokainish & Company, you will be a valued member of a lean, high-performing function with real ownership and visibility from day one.

This role offers hands-on experience across the full recruitment cycle, genuine exposure to HR operations, direct mentorship from an experienced HR professional, and a clear path to grow as the firm scales globally.

If you are people-driven, organized, and ready to make your mark in a dynamic and growing organization, we want to hear from you! We thank all applicants for their interest in Dokainish & Company.

Please note that only candidates selected for an initial interview will be contacted. Notes: VACANCY STATUS: This posting is for a new position. AI USAGE: This organization does not use artificial intelligence to screen, assess, or select applicants for this particular open position.

All applications are personally reviewed by our Talent Acquisition Team. Dokainish & Company is an equal opportunity employer.

Qualified applicants will receive consideration for employment without regard to age, gender, race, colour, religion, sexual orientation, gender identity, national origin, disability, age and veteran status, or any other protected status required by applicable law. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Dokainish & Company AODA Policy, accommodation will be provided in all parts of the hiring process.

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