Human Resources Coordinator

The Human Resources Coordinator provides comprehensive administrative and operational support to the HR and Labor Relations function, ensuring that core HR processes, programs, and initiatives run smoothly and efficiently. This role manages calendars, HR communications, employee records, and onboarding activities while coordinating with internal stakeholders and external vendors. The coordinator plays a key role in driving HR events, employee engagement initiatives, and compliance activities, contributing to a collaborative, people-centric culture in a hybrid work environment.

Responsibilities

• Support the HR/LR Director with calendar management, scheduling, expense processing, and day-to-day administrative tasks.
• Process SAP transactions, including creating and managing shopping carts and purchase orders, and coordinate with Purchasing, Finance, and external suppliers to ensure timely and accurate completion.
• Manage HR communications across the organization, including drafting, formatting, and distributing bulletins, announcements, and memos.
• Maintain and manage employee records, including organizing physical files, retrieving documentation, and ensuring accurate and up-to-date information.
• Coordinate HR meetings such as stand-ups and leadership meetings, including scheduling, logistics, agenda preparation, and taking and distributing meeting minutes.
• Support the planning and execution of HR programs and events, including Career Week, workshops, leadership visits, and other HR initiatives.
• Prepare presentations, reports, and materials for HR events, internal initiatives, and leadership updates.
• Track HR deliverables, action items, and follow-ups to ensure timely execution and alignment with HR priorities and organizational objectives.
• Plan, organize, and support employee engagement initiatives such as team events, learning sessions, collaboration with employee resource groups, and diversity, equity, and inclusion activities.
• Coordinate onboarding logistics for new hires, including scheduling, materials preparation, and cross-functional coordination.
• Deliver monthly new hire orientation sessions and present core content such as organizational vision, mission, and key HR information.
• Maintain and update onboarding materials in collaboration with HR Business Partners and HR leadership to ensure content remains current and relevant.
• Support the execution of HR policies, including managing the holiday calendar, communicating shutdown periods, and distributing internal updates.
• Coordinate compliance-related activities, including tracking training completion, supporting audits, and assisting with risk programs such as ILM, BCP, and RIM.
• Respond to legal and employment record requests using established processes and ensuring accuracy, confidentiality, and timely turnaround.
• Track mandatory training completion and support HR reporting requirements related to diversity, equity, inclusion, employment equity, and federal contractor program obligations.
• Collaborate with Finance on HR-related budgets and expenditures, ensuring alignment between HR activities and financial plans.
• Work closely with centers of expertise on onboarding and orientation to deliver a consistent and high-quality new hire experience.
• Partner with the DEI team and employee resource groups to support and enhance inclusion-focused initiatives and events.
• Help ensure HR projects and initiatives across the Canadian organization remain on track by monitoring progress, following up with stakeholders, and escalating issues when needed.

• Bachelor's degree, diploma, or equivalent qualification in Human Resources or a related field.
• Approximately 3 years of experience in human resources and/or administrative roles.
• Demonstrated experience providing administrative support to HR leadership, including calendar management and expense processing.
• Hands-on experience managing core HR processes, documentation, and communications.
• Proficiency with HR systems and tools, including experience processing transactions in SAP or similar enterprise systems.
• Strong project management skills with the ability to coordinate multiple initiatives, track deliverables, and meet deadlines.
• Ability to prepare professional presentations, reports, and communication materials for HR programs and leadership.
• Experience coordinating onboarding activities and delivering orientation sessions for new hires.
• Strong organizational skills with attention to detail in managing records, documentation, and compliance-related tasks.
• Effective written and verbal communication skills for drafting HR communications and interacting with stakeholders at various levels.
• Ability to collaborate cross-functionally with HR Business Partners, centers of expertise, Finance, and other internal teams.
• Capability to handle confidential information and employment records with discretion and professionalism.

• Experience in a similar industry or HR coordinator role is an asset.
• Familiarity with large, complex organizational environments and HR business partner models.
• Experience supporting diversity, equity, and inclusion initiatives and collaborating with employee resource groups.
• Comfort working with compliance-related programs, audits, and training tracking.
• Ability to adapt to changing priorities and support HR initiatives during peak periods, including shutdowns.
• Strong interpersonal skills and a customer-focused approach when supporting employees and leaders.
• Ability to work effectively in a hybrid environment and collaborate with both in-office and remote team members.

This is a hybrid role with a typical schedule of Monday to Friday, 8:00 a.m. to 5:00 p.m. The position follows a hybrid arrangement with in-office days on Tuesday, Wednesday, and Thursday, and flexibility with hours where needed. The role operates in a professional office setting and uses technologies such as SAP and standard office productivity tools to manage HR transactions, records, communications, and presentations. The Human Resources Coordinator works closely with a small, experienced HR team that includes one other contractor and several salaried HR professionals at more senior levels. The team culture is collaborative and people-centric, with strong support from leadership and colleagues for training and onboarding. The environment emphasizes cross-functional collaboration with HR Business Partners, centers of expertise, Finance, and DEI teams. The role may require working through organizational shutdown periods to support critical HR activities, onboarding, and compliance. The position offers opportunities to learn from experienced HR professionals, contribute to meaningful HR programs and engagement initiatives, and grow a career within a supportive and development-focused HR environment. Professional business attire appropriate for a corporate office is expected when working on-site.

Job Type & Location

This is a Contract position based out of Oshawa, ON.

The pay range for this position is $30.00 - $30.00/hr.

This is a hybrid position in Oshawa,ON.

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l'acquisition de talents, la chaîne d'approvisionnement et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l'industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre réseau expansif pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie-Pacifique et en Europe, Aston Carter est au service d'un grand nombre d'entreprises du Fortune 500. Nous sommes fiers d'avoir remporté le double diamant ClearlyRated Best of Staffing® pour notre service aux clients et aux talents.

Aston Carter est un employeur souscrivant au principe de l'égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l'âge, de la couleur, de la religion, des origines nationales, du statut d'ancien combattant, d'un handicap, de l'orientation sexuelle, de l'identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d'accommodement raisonnable, tel que la modification ou l'ajustement du processus de demande d'emploi ou d'entrevue à cause d'un handicap, veuillez envoyer un courriel à [email protected] pour connaître d'autres options d'accommodement.

Ordonnance sur l'égalité des chances de San Francisco: Conformément à l'Ordonnance sur l'égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de l'intelligence artificielle (IA): Nous pouvons utiliser l'intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d'embauche, notamment la recherche, la présélection et l'évaluation des candidatures. L'IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l'aide d'outils d'IA.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.