The posting
Lotus Group is proud to partner with our valued client, a leading manufacturer known for high quality and innovative products. They are seeking an Human Resources & Office Administrator, to join their team based in Edmonton, Alberta.
They are seeking a versatile professional to oversee day-to-day office operations and provide support across HR, accounting, and administrative functions. Reporting to the Controller for the day to day administrative functions and the Chief of Strategy & People on the HR functions, you will play a pivotal role in ensuring the office runs efficiently and effectively, by balancing multiple priorities.
Key Responsibilities:
Human Resources Administration:
- Create job descriptions, post job openings, screen resumes, conduct pre-screens, and schedule interviews.
- Prepare and issue employment offer letters and related hiring documentation.
- Assist with reference checks and background screening.
- Coordinate the full employee onboarding process, including orientation schedules, system access, and first-day requirements.
- Prepare new hire packages, collect required documents, and maintain personnel files.
- Support off boarding by preparing exit documentation and conducting exit interviews with the support of management if required.
- Maintain and update employee records in HRIS and personnel files in compliance with privacy regulations.
- Process employee changes such as promotions, salary adjustments, and status updates.
- Track vacation, sick leave, and other attendance records.
- Liaise with payroll to ensure accurate employee data and timely processing of changes.
- Assist employees with benefit enrollment and respond to related inquiries.
- Coordinate and manage all aspects of Workers Compensation Board (WCB) claims, and acting as the primary point of contact between employees and management.
- Assist with the development and communication of HR policies and procedures.
- Ensure adherence to employment legislation, health and safety requirements, and company policies.
- Serve as a point of contact for general HR questions.
- Support employee engagement initiatives such as staff BBQs, holiday parties, and recognition programs.
- Prepare HR reports (headcount, turnover, recruitment metrics) as requested by management.
Accounts Payable:
- Process and code vendor invoices, and verify accuracy.
- Maintain accounts payable records, including invoice approvals and payment documentation.
- Reconcile accounts payable transactions and resolve discrepancies.
- Occasionally assisting in the payment of vendor invoices.
- Respond promptly to customer inquiries.
- Enter invoices into the accounting system promptly and accurately.
- Process employee expense reports and reimbursements.
- Provide accurate AP balances for month-end and year-end closing.
Accounts Receivable:
- Reconcile customer accounts to ensure all payments are properly applied.
- Record customer payments in the accounting system.
- Monitor accounts to identify overdue balances and follow up with customers.
- Prepare and distribute customer invoices.
- Use customer portals as necessary.
- Investigate and resolve discrepancies.
- Prepare aging reports to track outstanding invoices.
- Generate regular AR reports for management.
- Support month-end and year-end closing processes by providing accurate AR balances.
Office Administration:
- Answer phone calls, and respond to emails or in-person inquiries.
- Manage incoming and outgoing mail, couriers, and deliveries.
- Ensure the front reception area is tidy and inviting for visitors.
- Draft, format, and proofread correspondence, reports, and presentations.
- Maintain filing systems and ensure records are current and easy to retrieve.
- Order and manage office supplies and equipment as needed.
- Support and coordinate employee engagement initiatives such as staff BBQs, holiday parties, and recognition programs.
- Other duties as required.
Key Requirements:
- Human Resources Certificate or Diploma is preferred.
- 2+ years of human resources administration experience is required.
- 4+ years of experience working in an administrative capacity is required.
- Proven experience in Accounts Payables & Accounts Receivables.
- Proficient in Microsoft Office applications.
- Experienced in Bamboo HR, UniPoint & Sage 50 is preferred.
- Strong attention to detail, prioritization, organization and time management skills are required.
- Excellent communication and interpersonal skills; ability to effectively. communicate both verbally and in writing.
- Excellent analytical, decision-making, and problem-solving skills.
- Demonstrated ability to effectively manage and prioritize requests, multi-task, and meet tight deadlines.
- Ability to maintain a high level of confidentiality in all interactions.
We thank all interested applicants. Please note that only those applicants who meet the qualifications and requirements will be contacted.
Lotus Group provides Elevated Search, Recruitment and Human Resource services across Canada. With established client and talent networks spanning coast to coast, we know that employees are the power that fuel excellent organizations. Lotus group is dedicated to being Canada's most trusted provider of Elevated People Solutions.
For more information, visit www.lotus-group.ca.
