Corporate Administrator

Civica Infrastructure Inc•Vaughan, ON

1d•Hybrid

About The Position

Civica Infrastructure Inc. is a water resources engineering consulting company located in Vaughan, Ontario. Our expertise spans across sanitary and storm sewer systems as well as natural watershed asset planning and asset management. Our passion is to grow communities. We achieve this by working with municipalities, land developers, conservation authorities, government agencies and other consulting firms. We are undeterred to advance our clients’ mission by networking, combining efforts and developing tools. We are currently looking for a Corporate Administrator to join the Corporate Operations team! Contract Length: 6 months (possibility to be extended or transitioned to full-time role) Compensation: $55k-$58k This role is 5 days in office (every other Friday remote) Reporting Relationship: President Position Summary: The Corporate Administrator is responsible for providing comprehensive administrative support to the Corporate Operations department. This role plays a key part in ensuring smooth day-to-day business functions, supporting employee lifecycle processes, maintaining accurate records, and fostering an organized, efficient, and professional workplace environment. The ideal candidate is detail-oriented, highly organized, and able to manage multiple priorities in a fast-paced setting. This position is required to perform duties for Civica Infrastructure Inc. and its sister company, Smart City Water Inc.

Requirements

Diploma or degree in Human Resources, Business Administration, or a related field
2–3 years of experience in an administrative, HR, or office coordination role
Strong organizational and time management skills with the ability to multitask
Familiarity with Ontario regulations (ESA, OHSA)
High attention to detail and accuracy
Excellent written and verbal communication skills
Proficiency in Microsoft Office 365 and HRIS systems (e.g., BambooHR or similar)
Ability to handle sensitive and confidential information with discretion

Responsibilities

Provide administrative support across the full employee lifecycle, including onboarding, offboarding, and employee record management
Maintain and update employee files and HRIS systems, ensuring accuracy and confidentiality
Maintain accurate documentation and filing systems (digital and physical)
Assist with recruitment coordination, including job postings, interview scheduling, and candidate communication
Support benefits administration, including enrollments, changes, and employee inquiries
Coordinate performance review processes and track completion
Prepare HR-related documentation such as employment letters, policy acknowledgments, and internal communications
Support compliance with employment standards and company policies
Assist with internal communications and company-wide announcements
Support payroll administration by coordinating employee data changes
Support company culture initiatives
Answer phone calls and transfers them as necessary
Oversee daily office operations to ensure an efficient and well-maintained workplace
Manage office supplies, equipment, and vendor relationships
Coordinate office services such as cleaning, repairs, and maintenance
Act as the primary point of contact for general office inquiries
Organize meetings, events, and company functions, including logistics and scheduling
Maintain office policies and procedures to support operational efficiency
Provide general administrative support to leadership and cross-functional teams as required
Work with the JHSC to update the company Health & Safety manual, policies, and procedures to ensure ongoing compliance
Coordinate and manage workplace injury and incident documentation, including WSIB claims and reporting
Track and maintain records of workplace incidents, training, and safety certifications
Support the administration of employee accommodation and return-to-work programs, including preparation and tracking of accommodation documentation
Assist in coordinating health and safety training, orientations, and compliance initiatives
Ensure all required safety postings and documentation are current and accessible
Liaise with internal stakeholders and external agencies as needed regarding health and safety matters