HR Coordinator - Toronto, On.

Dokainish & Company•Toronto, ON

2d•Onsite

About The Position

Dokainish & Company, a project management and project controls consultancy founded in 2011, is seeking an HR Coordinator for its Toronto office. The company specializes in addressing complex challenges in capital project delivery, including cost overruns, schedule slippage, and performance risk, boasting a high client retention rate and market leadership. Their expertise covers Project Controls, Project Management, Quantitative Risk Analysis, Estimating, Organizational Change Management, Enterprise Reporting, Asset Management, and System Implementation. Consultants at Dokainish & Company are described as experienced, trusted, and provided with meaningful work from the outset. As the firm expands its engagements, they are looking for an HR Coordinator to join their growing team.

Requirements

A diploma or degree in Human Resources, Business Administration, or a related field (or equivalent work experience).
1–3 years of experience in an HR coordinator, talent acquisition, or administrative support role. New graduates with relevant co-op or internship experience are encouraged to apply.
Genuine interest in Human Resources and a desire to grow within the people function over time.
Demonstrated experience or strong interest in full-cycle recruiting, from sourcing to offer.
Familiarity with LinkedIn Recruiter or proactive sourcing strategies.
Exceptional organizational and time management skills with the ability to manage multiple priorities and adapt to shifting needs.
Strong written and verbal communication skills, you represent the firm to every candidate, vendor, and new hire you interact with.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
High attention to detail, particularly in candidate documentation, scheduling, and offer preparation.
Discretion and professionalism when handling confidential candidate and employee information.
Must be based in or able to commute to downtown Toronto daily; this is a full-time, in-person role.

Nice To Haves

Prior experience in a professional services, consulting, or similarly fast-paced environment.
Exposure to HR information systems.
Knowledge of Ontario employment legislation.
Experience coordinating travel bookings or managing office operations.
Exposure to multi-jurisdictional or international business environments.
Experience with ATS is an asset.

Responsibilities

Own and manage the full recruitment cycle for assigned roles, from job posting to offer acceptance, in partnership with the HR Manager.
Draft and post job descriptions across relevant platforms.
Source candidates proactively through professional networks, referrals and networking, not just inbound applications.
Conduct initial application reviews and screen candidates against defined criteria, presenting shortlists with clear summaries to the HR Manager and hiring managers.
Conduct initial screening interviews and provide thorough candidate assessments.
Coordinate and schedule all interview stages; screens, video interviews, and in-person meetings, managing calendars across multiple stakeholders.
Own candidate communication throughout the full process; acknowledgements, status updates, interview confirmations, and timely follow-ups at every stage.
Maintain accurate and up-to-date candidate records and pipeline documentation.
Manage the candidate experience with care; every touchpoint reflects the firm’s professionalism and values.
Support the preparation of offer letters and employment agreements in collaboration with the HR Manager.
Build and maintain talent pipelines for recurring or anticipated roles to reduce time-to-hire.
Coordinate the full onboarding process for new hires, preparing documentation, scheduling orientation activities, and ensuring a smooth and welcoming Day 1 experience.
Support employee’s data entry and maintenance, ensuring employee and candidate records are accurate and current.
Assist the HR Manager with the preparation and updating of HR templates, offer letter frameworks, job description libraries, and HR policy documents.
Support compliance and reporting activities, health and safety tracking, and other regulatory requirements as directed.
Provide general HR administrative support; filing, document preparation, tracking deadlines, and following up on outstanding items.
Maintain confidentiality and sound judgment across all HR-related tasks and documentation.
Coordinate team travel bookings including flights, accommodations, and ground transportation, ensuring requests are handled promptly and accurately for all team members.
Manage office and kitchen supply ordering: track inventory, place orders, and ensure the office is always well-stocked and running smoothly.
Oversee office vendor relationships; coordinate services, manage contacts, and ensure continuity of office operations.
Serve as the primary liaison with building management for maintenance, facilities, and access-related needs.
Lead health and safety initiatives including maintaining compliance, coordinating required training, and acting as the firm’s Health & Safety Champion.
Support the coordination of team events, client visits, and internal milestones; the moments that build culture and connection.
Handle general office administration including mail, deliveries, filing, and other day-to-day operational tasks as needed.
Support operational research tasks as needed; including licensing, business registration, visa and work permit coordination across jurisdictions.
Contribute to internal process documentation and continuous improvement as the firm evolves.
Support additional projects and ad hoc requests as directed by the HR Manager or executive team.