HR & Office Coordinator

POSITION DESCRIPTION

TITLE

HR & Office Coordinator

REPORTING TO

General Manger

Rubicon Food Products Limited manufactures and distributes leading brands; Rubicon (exotic soft juice drinks) and Shana (authentic frozen food). Our business in North America is the global growth engine of Rubicon, with exports to UAE, Africa, South Asia, Far East and Australia. Our success depends on dedicated employees that live our moto: Making Life More Exotic.

POSITION OVERVIEW

This position is responsible for supporting HR functions such as recruitment and onboarding, payroll, employee relations, and compliance. This position also includes office management/administrative duties such as ensuring adequate stock of stationary, paper products, and other consumable items, directing telephone communication to the correct department, and managing relationships with service providers and vendors related to janitorial services and consumables purchasing.

PRINCIPAL DUTIES

Recruitment, Onboarding, & Offboarding:

Assist with the full recruitment lifecycle, including posting job openings, screening resumes, scheduling interviews, and conducting reference checks.

Prepare offer letters and new hire documentation.

Coordinate and facilitate new employee onboarding and orientation programs, ensuring a positive first impression.

Maintain accurate and up-to-date candidate and employee records.

Conduct exit interviews and complete all offboarding procedures.

Employee Relations:

Serve as a point of contact for employee inquiries regarding HR policies, procedures, and benefits.

Assist with employee relations matters, escalating complex issues to the General Manager.

Payroll:

Ensure all timesheets are generated and approved by respective department heads and are filed accordingly.

Enter payroll data including processing vacation, benefits deductions, taxable benefits, and miscellaneous deductions.

Verify accuracy of all reports before payroll finalized by General Manager.

Provide all necessary reports to finance department and maintain payroll records per legislative requirements.

HR Administration:

Maintain and update employee files, ensuring accuracy and confidentiality.

Process HR-related paperwork, including leaves of absence, benefits enrollment, and employment changes.

Assist with the administration of employee benefits programs, including responding to employee questions and liaising with benefit providers.

Support the performance management process by tracking timelines and documentation.

Assist with the preparation of HR reports.

Compliance:

Ensure HR practices and policies comply with all applicable laws and regulations.

Assist with audits and compliance reviews.

Serve as point of contact for inquiries related to health & safety

Conduct workplace inspections and ensure any issues are resolved in a compliant and timely manner.

Ensure all employee licenses and certifications are maintained (e.g. Forklift Operators are licensed to operate MHE).

Office Management/Administration:

Ensure stock of supplies including stationary, paper products, as well as consumables such as soap and hand sanitizer.

Ensure kitchen is stocked with coffee, tea, milk cream, disposable plates and cutlery.

Direct telephone and email communication to the appropriate department/person.

Support company event planning for events such as annual BBQ and the company Christmas party.

Any other tasks as assigned.

SKILLS AND CHARACTERISTICS

Proficient in Microsoft Office Suite and G-Suite.

Strong understanding of HR principles and practice.

Knowledge of relevant laws and regulations including ESA, AODA, and OHSA.

Excellent organizational and time management skills with a strong attention to detail.

Exceptional communication and interpersonal skills, with the ability to build rapport with employees at all levels.

Proven ability to handle sensitive and confidential information with discretion.

Strong problem-solving and analytical skills.

Demonstrated ability to take ownership of tasks and projects.

Job Types: Full-time, Permanent

Pay: $55,000.00-$65,000.00 per year

Benefits:

Dental care

Disability insurance

Extended health care

Life insurance

On-site parking

Paid time off

Vision care

Flexible language requirement:

French not required

Schedule:

8 hour shift

Day shift

Monday to Friday

Ability to commute/relocate:

Richmond Hill, ON L4B 3K8: reliably commute or plan to relocate before starting work (preferred)

Education:

Bachelor's Degree (preferred)

Experience:

HR administration: 1 year (preferred)

Work Location: In person