Role Summary
Company: Activa
Job Title: Employee Services Assistant
Job Type: Full-Time, Permanent
Compensation: $52500-$55000
Reports To: HR Generalist
Location: Waterloo, Ontario
The Employee Services Assistant provides efficient, accurate, and confidential administrative support to both the Human Resources and Health & Safety teams. Reporting to the HR Supervisor, with a dotted line relationship with the Health & Safety Supervisor, this role plays a key part in supporting day-to-day HR operations and assisting with the administration and promotion of Activa’s Health & Safety program, ensuring compliance and fostering a safe work environment across all locations.
Responsibilities include supporting HR processes such as recruiting, onboarding, employee records management, and benefits administration, while actively assisting with safety initiatives and documentation. Although primarily office-based, the position requires visits to Activa’s construction sites and other work locations throughout the year in varying weather conditions. Strong organizational skills, attention to detail, and commitment to workplace safety are essential.
Key Responsibilities
Human Resources Support
- Assist with recruitment activities, including job postings, resume screening, interview scheduling, telephone interviews and candidate communications etc.
- Support onboarding and offboarding processes, ensuring accurate documentation and smooth transitions.
- Maintain employee records and HR databases with confidentiality and accuracy.
- Assist with benefits administration and respond to employee inquiries.
- Assist with documenting and communicating payroll changes and adjustments, as directed
- Prepare HR-related reports, maintain trackers, and assist with other documentation and record keeping requirements.
Health & Safety Program Support
- Actively promote and support Activa’s Health & Safety program across all work locations.
- Assist with the development, distribution, and tracking of safety policies, procedures, and training materials.
General Administrative Duties
- Provide confidential administrative support to HR and H&S teams.
- Prepare meeting agendas, record minutes, and track follow up action items for HR and Health & Safety meetings.
- Prepare correspondence, reports, and presentations as needed.
- Maintain filing systems and ensure accurate record-keeping for HR and H&S documentation.
- Handle sensitive information with discretion and professionalism.
- Other duties as assigned within the spirit and scope of the role.
- Coordinate and document safety meetings, inspections, and compliance audits.
- Support incident reporting and follow-up processes, ensuring timely and accurate documentation.
- Coordinate health and safety training, including scheduling, distributing materials, and tracking training records etc. May also assist with training delivery, if required.
- Support safety compliance by assisting with site visits and coordinating follow-up actions.
Requirements
- 1-year general administration experience is required. Previous exposure to Human Resources and/or Health & Safety is considered an asset.
- Post-secondary education in Business Administration, Human Resources or a related field.
- Proficiency in Microsoft Office Suite (Word, Excel, Teams, SharePoint, PowerPoint, and Outlook); experience with HRIS systems is an asset.
- Previous workplace health and safety training, including Working at Heights is an asset
- Valid driver’s license and ability to travel to construction sites and other work locations.
Personal Attributes
- Strong organizational skills and attention to detail.
- Ability to handle sensitive and emotional situations with discretion and maintain confidentiality
- Demonstrates a high level of professionalism in all interactions
- Highly organized with strong prioritization skills and ability to meet deadlines
- Outstanding verbal and written communication skills
- Strong interpersonal skills and the ability to build positive relationships across diverse groups
- Proven problem-solving capabilities and sound judgement
- Collaborate team player who can also work independently with minimum supervision
- Flexibility to travel to various locations within the Region of Waterloo as needed
- Comfortable with working at heights, if required
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Activa is committed to creating an inclusive environment for all individuals. We support the goals of the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation throughout the recruitment process please contact our Human Resources department.
If you are self-motivated and are looking for an opportunity to expand your career in a dynamic and enthusiastic environment, you are invited to submit your resume to careers@activa.ca. We appreciate your interest, however only qualified candidates will be contacted. For more information on our company visit www.activa.ca/our-story.
