Job Summary: The Seasonal Employee Program Administrator plays a key role in supporting the end-to-end administration of the seasonal employee program. This includes managing HR-related documentation, coordinating onboarding and logistics, ensuring regulatory compliance, and acting as a central point of contact for employees. The role also contributes to cross-departmental collaboration with Human Resources, supports process improvements, and upholds organizational values of being Humble, Driven, and Solutions-Oriented.
This role requires an individual who exemplifies the company values of humble, driven, and solutions oriented.
Humble – Employees that are team players and are respectful of others and the job at hand. Great team players lack excessive ego or concerns about status. Humble employees are quick to point out contributions of others and slow to seek attention of their own.
Driven – Employees who are motivated and focused on self improvement. Driven or hungry employees are always looking for more. More things to do, learn, and take responsibility for. They never have to be pushed by a manager to work harder because they are self-motivated and diligent.
Solutions Oriented – Employees who focus on solving, and preventing problems from occurring, not just identifying them. This is equal parts of problems with systems and processes and the common sense that an employee has about people. They are aware, act appropriately, ask good questions, and listen to understand.
Role and Accountability:

• Serve as the primary contact for Seasonal Employees regarding HR inquiries, concerns, and support services.
• Administer all program documentation, including work permits, withholding agreements, and renewals of health cards and SINs.
• Coordinate with the BSS team in coordinating appointments, initiatives, and events related to seasonal employees
• Maintain communication with liaisons, FARMS Compliance Admin, and other stakeholders to ensure compliance with documentation and legislation.
• Collaborate with departments and employees on incident reporting, WSIB claims, and modified duty arrangements.
• Maintain up-to-date, organized HR records and ensure document compliance.
• Ensure the company meets its annual staffing requirements by coordinating and fulfilling the appropriate number of seasonal workers.
• Coordinate full-cycle onboarding, including scheduling, documentation, and orientation for new and transferred employees.
• Plan and arrange onboarding meals (dinner, breakfast, lunch) and initial accommodation support.
• Support employee transitions and seasonal worker coordination, including tracking of arrivals and assignments.
• Coordinate transportation logistics and flight arrangements for seasonal and direct-hire employees.
• Manage Fastenal machine assignments and access control.
• Collaborate with housing department to ensure all seasonal employees are provided with appropriate accommodations.
• Track and issue worker badges and ensure timely renewals of documentation.
• Generate and verify payroll data and reports for accuracy.
• Manage data entry in multiple software systems.
• Ensure accuracy in time tracking, attendance, and badge system integration.
• Provide backup support to the HR Generalist during absences or peak periods, including assistance with general HR functions such as recruitment, employee relations, and documentation.
• Participate in and support cross-training within the Business Support Services team.
• Provide recommendations for continuous process improvement in line with company objectives.
• Assist with recruitment activities including job postings, candidate screening, interview coordination, and reference checks.
• Support employee relations by helping to address employee questions, concerns, and policy clarifications.
• Administer employee benefits enrollment and changes in coordination with benefits providers.
• Maintain and update employee records within the HRIS system, ensuring data accuracy and confidentiality.
• Help prepare HR reports and support compliance audits and documentation requests.
• Assist with training coordination and employee communications.
• Attend relevant department and company-wide meetings, including Level 10 meetings, contributing to organizational alignment and effectiveness.
• Collaborate cross-functionally to address challenges, develop solutions, and align strategies with company goals.
• Utilize Microsoft To-Do (or similar) for task tracking and reminders, ensuring productivity and accountability.
• Actively engage in cross-training initiatives to support Business Support Services team functions.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Solid understanding of HR principles, labor law, and employment standards for both union and non-union environments.
• Proficiency in Seasonal Employee program administration, including government documentation and compliance.
• Strong conflict resolution, interpersonal, and communication skills.
• Highly organized with excellent time management and multitasking abilities.
• Proficient in Microsoft Office Suite and HRIS/timekeeping systems.
• Able to work independently and collaboratively in a dynamic environment.

Education and Experience

• Bachelor's degree or Diploma in Business Administration, or a related field required.
• Experience with LMIA applications, compliance reporting, and liaising with government agencies is preferred.
• Minimum of 2 year of experience in an administrative role.
• Familiarity of application platforms and documentation requirements.

In accordance with the Ontario Human rights Code and the Accessibility for Ontarians with Disabilities Act, The Company is an equal opportunity employer who is committed to providing an inclusive and barrier free recruitment and selection process. Applicants should advise Human Resources if they require any type of accommodation during the recruitment process.
Salary $45,000 to $55,000 annually

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