HR Coordinator in Mississauga, Ontario at VPI INC.

VPI is a Service Provider for Employment Ontario, which is funded by the Ontario Government to support jobseekers and employers. VPI has been delivering employment programs for more than 30 years and is based in Mississauga, operating in multiple locations across Southern Ontario. Our organizational values rest on 4-pillars which are Ethics, Passion, Innovation, and Courage which support the desire and passion to make a positive and sustainable impact for the individuals we serve.

VPI Employment Services embraces and encourages inclusivity and diversity in the workplace. We are committed to providing accessible employment practices and creating a work environment that encourages and supports our team members be their authentic selves.

This position is being recruited to fill an existing vacancy.

We are seeking out individuals who have the passion and drive to make a positive and sustainable impact for the individuals we serve. Providing exceptional client experience; creating an environment where clients feel safe, heard, supported, and see progression with skill development, and life stabilization support, leading to sustainable employment and career development.

Role Overview

The Human Resources Coordinator provides administrative and operational support across a broad range of Human Resources functions, including full-cycle recruitment, onboarding, benefits administration, employee relations, HRIS maintenance, payroll support, reporting and employee records management. The successful candidate will thrive in a fast-paced, process-driven environment and demonstrate strong organizational and administrative skills, sound judgment, initiative and exceptional attention to detail. This position requires the ability to manage competing priorities, maintain confidentiality and provide responsive, professional service to employees and leaders.

Key Job Functions

Recruitment and Onboarding

• Coordinate the full recruitment cycle, including preparing job requisitions, posting vacancies, sourcing and screening candidates, conducting initial interviews and preparing offer letters.
• Schedule interviews and communicate with candidates and hiring managers throughout the recruitment process.
• Complete reference and background checks.
• Coordinate the onboarding process and ensure all required employment documentation is completed accurately and on time.
• Support new-hire orientation and ensure employees receive the information, equipment and system access required for their roles.
• Assist with offboarding activities, including preparing documentation and coordinating the return of company property.

HRIS and Employee Records

• Maintain accurate and current employee information in ADP Workforce Now and other HR systems.
• Create and maintain electronic employee files in accordance with established recordkeeping and confidentiality requirements.
• Ensure employee documents are filed accurately and promptly within the HRIS.
• Process employee changes, including new hires, transfers, compensation changes, leaves of absence, benefit changes and terminations.
• Conduct regular audits of employee records to identify and correct missing or inaccurate information.

Employee and Administrative Support

• Monitor Human Resources mailboxes and respond to inquiries accurately and within established service timelines.
• Respond to general employee questions regarding HR policies, procedures, benefits, payroll and other employment-related matters.
• Escalate sensitive, complex or employee-relations matters to the Director, Human Resources, as appropriate.
• Prepare employment letters, forms, reports and other HR correspondence.
• Provide administrative support for leaves of absence, accommodations, and employee-relations processes.
• Handle confidential and sensitive information with discretion and professionalism.

Payroll and Benefits Support

• Provide administrative support for payroll processing by reviewing and submitting employee changes and supporting documentation.
• Assist employees with benefit enrolment, changes and general plan inquiries.
• Coordinate benefit documentation and communicate changes to the appropriate internal or external parties.
• Review HRIS and payroll information for accuracy and follow up on discrepancies.

Reporting, Policies and Compliance

• Compile and verify information for monthly HR metrics and other internal reports.
• Assist with data verification, internal audits and compliance-related activities.
• Support research and updates to HR policies, procedures, templates, FAQs and process guides.
• Monitor changes to applicable employment legislation and HR best practices.
• Participate in departmental projects, employee initiatives and company events.
• Perform other related duties as assigned.

Health and Safety

• Provide administrative support for the organization’s occupational health and safety program.
• Maintain health and safety records, policies, workplace postings and training requirements.
• Support the reporting and documentation of workplace incidents, injuries, hazards and corrective actions.
• Assist with WSIB claims administration and maintain accurate claim records.
• Support Joint Health and Safety Committee meetings, workplace inspections and emergency-preparedness activities.
• Respond to routine inquiries and promote compliance with applicable health and safety legislation and company procedures

Skills & Abilities