Office Administrator / HR Specialist

Location: Ottawa, Ontario, Canada

Type: Full Time

Min. Experience: Entry Level

Position Overview
 

The Office Administrator / HR Specialist reports to the Director of Finance & HR and is a member of the Company’s Finance and Admin team. S/he will be responsible for providing financial and administrative assistance to the F&A team including various financial functions, human resource operations, general office management, and other duties as required.

 

Responsibilities

 

           Finance

 

  • Familiar with the fundamentals of accounting software and accounting principles
  • Performs general banking-related activities
  • Prepares receivable invoices and follows up on collections as required
  • Follows up with customers regarding outstanding invoices
  • Enters payables and processes payments as directed, including employee expense claims
  • Prepares credit card reconciliations
  • Provides payroll backup
  • Tracks and coordinates the submission of grant applications
  • Creates financial reports for executive team, regularly and as requested
  • Supports the Director of Finance & HR with her duties
  • Performs other finance-related tasks as required

 

           HR
 

  • Spearheads recruitment initiatives while appropriately representing the company
  • Creates job postings on company website and maintains company’s recruitment platform
  • Aides in the communication between hiring team and candidates to schedule applicant interviews
  • Facilitates and tracks all aspects of the hiring process
  • Conducts interviews with potential hires to assess cultural fit within the team
  • Prepares employment agreements and other employee paperwork
  • Manages on-boarding and orientation process for new hires
  • Maintains personnel files and employee data with a high level of confidentiality
  • Responds professionally and appropriately to employee concerns and inquiries
  • Assists in the development and implementation of legislated Health and Safety programs
  • Assists in ensuring all other mandated legal compliance requirements are met
  • Tracks and coordinates submission of hiring grants, other bursaries, and awards
  • Initiates and executes other HR initiatives
  • Responsible for designing and implementing social activities within the culture budget
  • Assists the Director of Finance & HR with her duties
  • Performs other HR-related tasks as required

 

           Office Management
 

  • Greets clients and guests as well as performs general reception duties
  • Assists in the coordination of holiday and celebratory parties, team lunches, and corporate team building events
  • Coordinates with building management for maintenance, parking, and building security
  • Maintains adequate supply of office supplies, including food and coffee
  • Disseminates information to staff as required
  • Provides general administrative support to the leadership team
  • Facilitates travel and accommodations for guests as required
  • Performs other job-related duties as assigned

 

Requirements
 

  • Team-oriented individual with proven ability to manage multiple projects at once
  • Willingness to help and take on tasks as they arise
  • Strong analytical abilities an asset
  • Detail-oriented, with excellent project management and follow-through skills
  • Demonstrated ability to take initiative, solve problems, and work under tight deadlines
  • Ability to work collaboratively with team members
  • Professional client service manner and ability to interact with all levels of management
  • Excellent written and oral communication skills
  • Comfortable presenting to executives and team
  • Superior organizational skills
  • Desire to work in a fast-paced, results oriented, early stage company
  • Well-versed in Microsoft Office products (specifically Excel and Word) / Cloud environment
  • Must have a car and possess a valid driver's license
  • Accounting software experience
  • Post secondary education in either Business, Accounting or HR
  • 1-3 years of experience

 

360pi welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

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