Human Resources Representative

Position Overview

The Human Resources Representative provides administrative, program and project coordination support for the day-to-day delivery of Human Resources services. The role maintains accurate employee information, processes HR transactions, responds to routine inquiries, prepares documentation and reports, coordinates HR initiatives, and supports employee programs across the employment lifecycle. As an accessible first point of contact, the position provides timely service, applies sound judgment, protects confidentiality, and escalates sensitive or higher-risk matters to the appropriate HR colleague. The position reports to a Human Resources leader.

HR Administration and Employee Support

• Respond to routine employee and manager questions regarding HR policies, procedures, programs and processes, and direct or escalate matters as appropriate.
• Monitor a shared HR inbox, provide timely responses, track follow-up items, and escalate issues based on risk, urgency and sensitivity.
• Prepare standard HR correspondence, letters, forms and related documentation.
• Support onboarding and offboarding activities, including document preparation, system updates, coordination and record completion.
• Process incoming HR mail and maintain orderly electronic records.
• Provide general administrative support to the HR team, including scheduling, document organization and coordination of recurring activities.
• Support updates to HR policies, procedures, employee resources and departmental documentation.

HR Information Management and Reporting

• Maintain accurate and complete employee data in the Human Resources Information System (HRIS) and other approved HR systems.
• Process HR transactions and workflows, confirm required approvals, and follow up on incomplete or outstanding items.
• Maintain confidential digital employee records in accordance with applicable recordkeeping and privacy requirements.
• Run standard HRIS reports and prepare accurate ad hoc reports for the HR team.
• Maintain current process documentation, trackers, templates, frequently asked questions and standard operating procedures.
• Identify data discrepancies and coordinate corrections with the appropriate stakeholders.

HR Program Support

• Support the administration of group benefits and retirement savings programs, including enrolments, changes, terminations and employee inquiries.
• Maintain program information in internal systems and external vendor portals.
• Assist with routine remittances, reconciliations, invoices and billing reviews, and escalate discrepancies as required.
• Coordinate with vendors and internal partners to resolve routine program administration issues.
• Support background screening, employment verification and role-related clearance or certification processes.
• Assist with HR program maintenance, system improvements, audits, employee communications and continuous improvement initiatives.
• Participate in HR projects and cross-functional initiatives as assigned.

HR Project and Program Coordination

• Support the implementation and ongoing administration of HR initiatives, processes and talent programs.
• Maintain project plans, action logs and status trackers, and follow up on milestones, deliverables and deadlines.
• Prepare and maintain project, process and implementation documentation.
• Assist with project planning by gathering information, coordinating activities and identifying administrative or process considerations.
• Coordinate meetings, resources, communications and materials in support of HR projects and program launches.
• Assist with training logistics, implementation activities and employee or manager communications.
• Monitor progress against established plans and escalate delays, risks or resource needs to the appropriate HR lead.
• Support new employees with onboarding, orientation and access to relevant policies, programs and resources.
• Provide general information about benefits, incentive programs and compensation-related processes, and refer individual or complex questions to the appropriate specialist.

Qualifications

• Post-secondary education in Human Resources, Business Administration or a related field, or an equivalent combination of education and experience.
• Two years+ of experience in HR administration, program coordination, customer service or a related support role.
• Experience maintaining records and processing transactions in an HRIS or similar business system.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines.
• Clear and professional written and verbal communication skills.
• Sound judgment and discretion when handling confidential or sensitive information.
• Ability to work collaboratively in a fast-paced environment and follow established processes.
• Proficiency with Microsoft Office applications, particularly Excel, Word, Outlook and PowerPoint.

Core Capabilities

• Service orientation and responsiveness
• Accountability and follow-through
• Collaboration and relationship building
• Judgment, problem solving and appropriate escalation
• Accuracy, organization and attention to detail
• Adaptability and continuous improvement
• Project coordination and deadline management

Work Environment and Physical Requirements

This role is primarily performed in an office or remote-office environment and requires extended periods of computer use, regular communication by telephone and virtual meeting platforms, and occasional handling of files or office materials.

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, qualifications or working conditions. Responsibilities may be adjusted based on operational requirements and applicable law.