Job Description

The HR Administrative Assistant (Temporary) provides administrative and operational support to the Human Resources Department, helping to ensure accurate, timely, and confidential completion of employee-related processes and records. This role supports day-to-day HR administration, payroll and timekeeping activities, employee documentation, leave and benefits administration, housing administration, and HR communications. The position requires strong organization, attention to detail, discretion, and the ability to manage multiple deadlines while providing responsive service to employees, managers, and internal departments.

ESSENTIAL DUTIES & RESPONSIBILITIES: 

HR Administration & Employee Records

• Maintain accurate and organized digital and physical employee records in accordance with company procedures and confidentiality requirements
• Perform naming conventions and ensure HR files and documents are consistently labeled and organized
• Prepare, process, scan, file, and distribute HR-related forms, letters, agreements, and other employee documentation
• Assist with onboarding and employee administration, including preparation of name tags, photos, forms, and related documentation
• Assist with maintaining HR trackers, listings, spreadsheets, and reports
• Provide administrative support to HR team members on assigned projects and processes

Timekeeping, Payroll & Employee Support

• Send reminders to managers to review and approve their employees’ timecards before the close of each pay period
• Assist with payroll-related administrative tasks and follow up on outstanding timekeeping items
• Assist employees with resetting Doculivery accounts to enable access to pay statements
• Stamp and sign salary assignment letters in accordance with established procedures
• Respond to routine employee inquiries and direct more complex payroll or HR matters to the appropriate HR team member
• Maintain confidentiality when handling payroll, compensation, and other sensitive employee information

Leave, Benefits & Employee Administration

• Complete and process NIB paperwork and related documentation as required
• Issue housing agreements to applicable employees and maintain related records
• Update the meal allowance listing by adding or removing employees as applicable
• Assist with administration and tracking of employee leave, benefits, and other HR programs
• Ensure employee changes are accurately reflected in applicable HR records and tracking documents
• Follow up with employees and managers as needed to obtain outstanding documentation or information

HR Communication & Departmental Support

• Make IT aware of updates or edits to employee email distribution lists and follow up as needed to ensure changes are implemented
• Assist with preparing and distributing HR communications, notices, and forms
• Coordinate with managers and employees to obtain information required for HR processes
• Assist in compiling reports, spreadsheets, and information for HR management
• Maintain confidentiality of sensitive employee, payroll, and management information
• Perform other duties assigned by HR management

SKILLS SPECIFICS:

• Proficient in Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams
• Strong administrative, organizational, and time-management skills
• Experience handling confidential information with discretion
• Strong attention to detail and accuracy
• Ability to work effectively with employees, managers, and internal departments
• Ability to meet recurring deadlines, including payroll-related deadlines

EDUCATION & QUALIFICATIONS:

• High school diploma or equivalent required; additional education or coursework in Human Resources, Business Administration, or a related field is preferred.
• At least two years’ experience in an administrative, Human Resources, payroll, or related role preferred

LANGUAGE REQUIREMENTS: 

• Proficient in English
• Strong written and verbal communication skills

PHYSICAL REQUIREMENTS:

• Ability to work in an outdoor environment as needed.
• May need to stand for long periods of time.

OTHER REQUIREMENTS: 

• Understanding of HR administrative processes, workplace policies and procedures, employee records, and basic payroll/timekeeping practices.
• Strong administrative, organizational, data entry, communication, and document management skills.
• Ability to maintain reliable and consistent attendance; capacity to be punctual and meet deadlines; ability to collaborate effectively with colleagues and work as part of a team; demonstrated professionalism and discretion in all interactions and tasks.

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