Administrative Assistant- HR

Overview of Company

Clearford is a long-established leader in the water management sector that has been delivering innovations for over twenty-five years.  Clearford’s integrated water infrastructure solutions deliver sector-leading efficiency and reliability to our customers. Clearford provides comprehensive support for any water infrastructure challenge, at every stage of the process.

Scope of Position

The Administrative Assistant, HR provides comprehensive administrative support to the Company HR functions, including the recruitment and payroll processes.  Reporting directly to the HR Manager, located in our Stoney Creek office, this role supports the full employee lifecycle, while maintaining a high level of confidentiality, professionalism, and attention to detail.

Major Responsibilities (This is not an exhaustive list of duties to be performed).

Recruitment Support

• Act as a primary point of contact for candidates, hiring managers, and other relevant internal and external stakeholders, throughout the recruitment process.
• Update and maintain job descriptions in collaboration with hiring managers and HR.
• Post job vacancies on the company website and external job boards.
• Monitor recruitment inboxes and applicant tracking system for incoming applications.
• Maintain accurate and up-to-date recruitment records and databases.
• Review candidate resumes to assess minimum qualifications and eligibility.
• Forward qualified candidate resumes to appropriate hiring managers for review.
• Coordinate and schedule interviews with all relevant stakeholders.
• Support background checks and pre-employment screening process, where applicable.
• Maintain organized recruitment files.
• Communicate with candidates regarding application status, interviews, and next steps.
• Conduct reference checks in accordance with company policies.
• Collect, verify, and prepare documentation for successful candidates in advance of offers.

Onboarding

• Prepare and distribute onboarding communications and new hire documentation.
• Notify relevant internal departments of new recruits and start dates.
• Coordinate employee orientation and required training sessions.
• Enter and maintain new employee information in the HRIS and other internal systems.

Offboarding

• Notify appropriate internal stakeholders of employee departures.
• Schedule and coordinate exit interviews, as required.
• Arrange for the return of company property and access credentials.
• Update HRIS and internal systems to reflect employee terminations.

HR & Payroll Administration

• Monitor HR and payroll communications and route inquiries to appropriate parties.
• Provide administrative support to employees on HR- and payroll-related matters.
• Prepare, update, and maintain HR documentation, letters, and records.
• Assist with payroll-related data entry, verification, and reporting as required.
• Support the maintenance of employee records, ensuring accuracy and confidentiality.
• Assist with benefits enrollment administration and employee changes, as needed.
• Assist with general administrative duties to support the overall HR and Payroll departments.

General Administrative & Team Support

• Provide administrative support to the team as needed.
• Provide support department projects and initiatives.
• Coordinate meetings, prepare agendas, and take meeting notes when required.
• Assist with continuous improvement.
• Update internal documentation and systems as required.
• Perform other related duties as assigned to support departmental objectives.
• Provide professional, responsive, and positive experience for candidates and employees.

Required Knowledge, Experience & Competencies

• Post-secondary education in a related field, or an equivalent combination of education and relevant experience.
• Educational or formal training in Human Resources is considered and Asset.
• Previous experience in a Human Resources and/or administrative support role is preferred.
• Demonstrated ability to handle confidential and sensitive information with a high level of discretion, integrity, and professionalism.
• Excellent written and verbal communication skills, with strong interpersonal abilities.
• Must work effectively both independently, and in a team environment.
• Experience using Human Resource Management Systems (HRMS/HRIS) or similar software.
• Strong administrative, organizational, and record-keeping skills.
• Proven ability to prioritize tasks, manage time effectively, and meet deadlines.
• Strong relationship-building skills with the ability to work collaboratively with employees, candidates, and management.

Hours of work and Travel Expectations

• This is a one-year, fixed-term contract, with the possibility of an extension.
• 40 Hours a week.
• Regular hours of operation are Monday to Friday, from 9-5. There may be an occasional requirement to work outside business hours to meet deadlines.
• This is a hybrid role and will require an occasional onsite presence in our Stoney Creek office, as scheduled by the Immediate Supervisor.
• There may be a requirement for occasional travel to site locations and some of our other office locations across Ontario.

What We Offer

• Annual salary of $50,000 to $58,000 CAD commensurate with knowledge and experience.
• Group benefits, including Health, Dental, Life Insurance, and Vision coverage from start date.
• RRSP contribution of 3% matched by employer after three months of employment.
• 3 Weeks of paid vacation.

How to Apply

Qualified candidates are invited to submit their resumes to careers@clearford.com.  Please include Administrative Assistant, HR in the subject line when submitting your application. For other opportunities at Clearford, please visit our careers page at https://www.clearford.com/careers/

Clearford is committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise Human Resources if you require accommodation throughout this process.

We appreciate all applications.  However, due to the volume of applicants we will be contacting only those who have been selected for the next step.  Clearford does not use AI to screen applicants.  Every application we receive is reviewed by a real person.