HR & Business Systems Administrator

The Pod Group•Burlington, ON

7d•CA$45,000 - CA$55,000•Hybrid

About The Position

Our client, a high-quality cleaning company serving Southern Ontario since 1986, is seeking an HR and Business Systems Administrator. This role is crucial for supporting the organization's people, technology, and business operations. The administrator will coordinate core HR functions, manage business systems, employee technology, software platforms, and office infrastructure. The goal is to ensure systems are secure, efficient, and well-maintained, contributing to a seamless employee experience and effective daily operations. The company has a strong reputation for reliability, excellence, and service quality, servicing over 18 million square feet nightly with a team of over 200 professionals.

Requirements

Diploma or degree in human resources, business administration, information technology, office administration, or a related field.
Two or more years of related HR administration, business systems, or IT support experience.
Must have a personal vehicle and be able to travel to field locations in Southern Ontario as needed.
Experience with Microsoft 365 administration and employee onboarding/offboarding.
Experience with HubSpot or another CRM platform.
Proficiency with Outlook, Word, Excel, Teams, and SharePoint.
Strong organization, accuracy, and attention to detail.
Ability to handle confidential employee and business information.
Good technical troubleshooting and problem-solving skills.
Clear communication, customer service, and teamwork.
Ability to manage priorities, meet deadlines, and recognize when escalation is required.

Nice To Haves

Experience with time-tracking, VoIP, Apple devices, or WordPress is an asset.

Responsibilities

Support employee onboarding and offboarding, including forms, system access, equipment, and checklists.
Maintain confidential employee records and prepare routine HR letters, documents, and reports.
Assist with recruitment scheduling, candidate communication, references, and background checks.
Track probation dates, training, certifications, attendance, leave, and policy acknowledgements.
Respond to routine employee questions and refer sensitive matters to the appropriate HR lead.
Create, update, and deactivate Microsoft 365 accounts, licenses, mailboxes, Teams access, and permissions.
Administer HubSpot users, pipelines, workflows, lists, forms, and lead routing.
Administer the 8x8 phone system, including extensions, voicemail, call routing, and softphones.
Manage Apple IDs, device setup, security restrictions, and kiosk mode.
Maintain records of software subscriptions, users, costs, and renewal dates.
Manage employee and contractor access and maintain clock-in devices and kiosk stations.
Prepare weekly manager reports each Monday and monthly reports on the first business day of the month.
Prepare weekly contractor usage reports each Monday.
Review reports for obvious errors and refer concerns to the appropriate manager.
Provide Tier 1 and basic Tier 2 support for passwords, account lockouts, software, and device issues.
Purchase, configure, assign, and track laptops, monitors, phones, tablets, and related equipment.
Coordinate equipment returns, repairs, replacements, and secure reassignment.
Install and maintain physical clock-in stations, including power and network connections.
Escalate complex IT, privacy, or cybersecurity concerns.
Complete routine WordPress edits, publish approved content, and repair broken links.
Update plugins and make minor HTML or CSS changes.
Test mobile responsiveness and confirm online forms route inquiries correctly.
Maintain procedures, access lists, inventories, and user guides.
Follow privacy, confidentiality, and cybersecurity requirements.
Identify ways to improve processes and reduce manual work.
Support system testing, upgrades, and staff training.
Complete other related duties as assigned.