Human Resources and Office Administration Coordinator

Child Development Institute • Toronto, ON

6d • Onsite

About The Position

This is a highly administrative, coordination-focused role that sits at the centre of both HR operations and day-to-day office functioning. As the new Human Resources and Office Administration Coordinator, you will play a critical role in keeping things organized, responsive, and running smoothly. From maintaining accurate employee records and coordinating recruitment and onboarding activities, to supporting health and safety initiatives and managing office administration workflows, your work will directly enable the team to operate effectively. You will also coordinate scheduling for a small group of casual staff, provide reception coverage as needed, and act as a go-to resource for administrative and operational support across the organization. This existing vacancy is 100% onsite (35 hours/week) at our Euclid location, with occasional travel to other CDI sites across the GTA as required.

Requirements

• Experience in a people-facing, administrative, or office environment.
• Ability to work independently with minimal supervision.
• Discretion and ability to handle sensitive information with care and confidentiality.
• Proficiency with the MS Office suite, particularly Outlook and Excel.
• Highly organized and detail-oriented.
• Ability to manage competing priorities, stay on top of multiple tasks, and follow through in a fast-paced environment.
• Comfortable problem-solving and adjusting as priorities shift.
• Clear and professional communication, both verbally and in writing.
• Ability to build positive working relationships across teams.
• Tact, good judgement, and respect in interactions.
• Willingness to work outside regular business hours on occasion.
• Ability to travel within the GTA to other CDI locations as required.
• Successful completion of a Vulnerable Sector Check and references.

Nice To Haves

• Exposure to Human Resources, including general employment standards and occupational health and safety guidelines.
• Familiarity with an HRIS (such as Dayforce or similar).

Responsibilities

• Manage the administration inbox, triage requests, assign ownership, and ensure timely follow-up.
• Coordinate reception and administrative coverage, stepping in as needed to maintain seamless front-office operations.
• Oversee records retention practices, ensuring secure storage, retrieval, and compliant destruction of files.
• Partner with internal teams to coordinate onboarding and offboarding logistics, including workspace setup, access, and equipment readiness.
• Manage the scheduling and availability of approximately seven casual staff members, ensuring shift coverage aligns with operational needs.
• Act as a liaison between casual staff and HR leadership, supporting clear communication and day-to-day coordination.
• Assist in the implementation of Health, Safety and Wellness initiatives and actively contribute to committee participation.
• Monitor and escalate safety or security concerns, ensuring issues are addressed promptly and appropriately.
• Coordinate meetings, training sessions, and internal events, ensuring logistics are organized and execution is smooth.
• Contribute to continuous improvement efforts by supporting research and best practices.
• Take on ad hoc administrative and coordination tasks to support team priorities and ensure continuity during periods of change.
• Maintain accurate, audit-ready employee records across physical files and HRIS systems, ensuring data integrity and compliance.
• Coordinate recruitment activities, including job postings, interview scheduling, and tracking.
• Support onboarding and offboarding, prepare documentation, and assist with orientations to ensure smooth employee transitions.
• Draft employment offers aligned with approved terms and support communication through the HR inbox, responding to routine inquiries and escalating as needed.
• Contribute to performance review cycles, including annual and probationary processes, and maintain supporting documentation.
• Assist with policy updates and ensure records remain current.
• Compile HR data and generate reports to support leadership visibility and decision-making.
• Provide flexible support across HR priorities as needed.

Benefits

• 4% vacation pay
• Ongoing paid professional development opportunities and certifications.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed