HR and Admin Manager
Full job description
Position: HR and Admin Manager
Reports to: Chief Executive Officer and Executive Chairman
ABOUT US
At UP Vertical Farms, our mission is to become one of the largest and most sustainable indoor vertical farm producers of baby leafy greens by 2026, producing the safest, most nutritious, and best tasting salad greens. We specialize in Controlled Environment Agriculture (CEA) and our hands-free, high-density, tech-driven vertical farm puts people and our planet first. It also supports the local economy by producing the most flavorful greens, picked at the peak of freshness, and delivered to the local market with speed and precision. Learn more about our mission at https://UPVerticalFarms.com/.
POSITION DESCRIPTION
Reporting directly to the CEOs, the HR and Admin Manager will be responsible for managing out all the HR duties and general administrative duties for the company and efficient operation of daily administrative tasks. The ideal candidate will play a crucial role in supporting the smooth functioning of our office by performing various administrative front end work. This position requires a proactive and resourceful individual who can handle multiple responsibilities with efficiency. The individual will also be managing the full employee life cycle, and will be responsible for a variety of areas such as onboarding, some benefits and payroll administration, leave management, HRIS management, performance management policies and bonus program, grant funding programs, general HR administration, and other general administrative duties.
DUTIES
Human Resources
Support the recruiting process (job postings, pre-screening candidates, reference checks, preparing job offer letters, onboarding and orientation)
Plan and conduct new hire onboarding to ensure new hire details are taken care of, managers are knowledgeable about their responsibilities, and organizational and position objectives are defined, communicated, and tracked
Plan and implement performance management program, bonus system, and various HR policies
Stay up to date with all employment legislation and regulations in Canada and implement policy/documentation as needed
Coach and train supervisors/managers on various procedures and policies as needed
Promote corporate culture and answering day to day HR related questions
Assist with conflict management and progressive disciplinary processes
Maintain HR records and ensure strict confidentiality on employee information
Actively promote and contribute to a positive and productive workplace environment Work on ad hoc projects as required
When legal issues arise – such as an employment dispute, a compliance investigation, or contract disagreement – coordinate with the company’s legal advisors or seek expert guidance.
Coordinate on user account management (onboarding and offboarding access to systems), and support initiatives like regular data backups, software updates, and security audits.
Administrative
Carry out general administrative duties for the company like greeting onsite visitors by managing the entrance and visitor log, answering, and directing incoming inquiries over the phone and through email, collecting and distributing the mail, filing digital and physical paperwork, maintaining a safe and tidy office environment
Coordinate office activities and operations to secure efficiency and compliance to company policies
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Submit timely reports and prepare presentations/proposals as assigned
Maintain supply inventory and storage, and make sure the security system is operating well
Track, follow up, and receive shipments and packages
Coordinating, purchasing and picking up general administrative items
Perform office management tasks, e.g. consumables orders, repair requests, postal and kitchen supply. Carry out miscellaneous administration tasks as requested.
Carry out miscellaneous administration tasks as requested by managers
Scanning and electronic filing of documents and invoices
Updating of office records and databases that contain personnel, financial, and office data
Pleasant and efficient telephone and reception skills
Managing legal documentation, records, and grant funding program
Manage calendars and schedule appointments for executives and team members
Verify that all vendor contracts meet company requirements and legal standards, and that both parties meet their obligations.
Negotiate vendor contracts and agreements to secure cost-effective terms and high-quality service. Monitor vendor performance and handle contract renewals or changes, ensuring continuity of essential office services.
Research and identify external funding opportunities, grants, and government programs that the company may qualify for, especially those supporting private sector growth in Canada.
Payroll/Benefits
Oversee and sign off on all payroll timecards and reimbursement requests in the online Pay Works system
Assist setting up systems accesses for new hires
Answer payroll/benefits inquiries
Prepare WorkSafeBC-related forms and reports
Fill out employer insurance claim forms
KNOWLEDGE, SKILLS, AND ABILITIES
High level of professionalism and discretion
Able to track tasks and seek guidance on prioritization when needed
Ability to communicate effectively in English both verbally and in writing
Familiarity with benefits and payroll programs is an asset
AN IDEAL CANDIDATE WILL HAVE
Post-secondary education with a concentration in Human Resources (Certificate, Diploma, Bachelor’s degree)
BC Residents only.
Minimum 5 year experience in Administration and 7 year HR administration/recruitment/office support role
General understanding of BC ESA and applicable provincial and federal legislation
Handle highly sensitive and confidential material in a professional manner
Experience with Microsoft Office Suite (i.e., Excel, Word Outlook, etc.)
Must have a valid Class 5 B.C. driver’s license
WORK CONDITIONS
8:00am – 4:30pm, Monday to Friday
Comprehensive benefits package available after probationary period
Use of personal vehicle may be required
Job Types: Full-time, Permanent
Pay: From $80,000.00 per year
Additional pay:
Bonus pay
Benefits:
Casual dress
Dental care
Extended health care
Life insurance
On-site parking
Vision care
Flexible language requirement:
French not required
Schedule:
8 hour shift
Monday to Friday
Application question(s):
Do you have a CPHR?
Experience:
Administrative: 5 years (required)
Human Resources Management: 7 years (required)
Work Location: In person