Human Resources & Administration Specialist- Contract role

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