[Hiring] People & Culture Administrator @AMZ Prep

Role Description

We are looking for an organized, proactive, and detail-oriented People & Culture Administrator to support our growing People & Culture function. Reporting directly to the Head of People & Recruiting, this individual will play an important role in coordinating recruitment activities, employee onboarding, HR administration, reporting, and employee engagement initiatives across our Canadian and international teams. This is a hands-on administrative position suited to someone who enjoys managing multiple priorities, improving processes, and ensuring that important details and deadlines are never missed.

Key Responsibilities

• Recruitment & Applicant Tracking
  • Support the day-to-day administration of recruitment activities across multiple departments.
  • Maintain accurate candidate records and hiring pipelines in Ashby, our Applicant Tracking System (ATS).
  • Coordinate interviews, candidate communications, assessments, and follow-ups.
  • Post and update job advertisements across recruitment platforms.
  • Track candidate progress and ensure hiring managers receive timely updates.
  • Assist with reference checks and recruitment documentation.
  • Maintain organized candidate databases for current and future opportunities.
  • Prepare weekly recruitment activity reports, including interviews, candidate movement, and hiring progress.
• Employee Onboarding & Offboarding
  • Coordinate new hire onboarding activities, documentation, and scheduling.
  • Prepare onboarding checklists and track completion of required tasks.
  • Work with hiring managers and internal teams to ensure new employees have the necessary equipment, system access, and training schedules.
  • Coordinate 30/60/90-day employee check-ins and track completion.
  • Maintain onboarding records and follow up on outstanding requirements.
  • Support offboarding administration, including checklists, documentation, and internal notifications.
• HR Administration & Employee Records
  • Maintain accurate and confidential employee records and HR documentation.
  • Assist with preparing employment letters, contracts, amendments, and other HR correspondence for review.
  • Track probation completion dates, performance reviews, employee milestones, and follow-up actions.
  • Maintain employee information and organizational records.
  • Support benefits enrollment administration and coordinate employee documentation.
  • Organize HR files, templates, forms, and standard operating procedures.
  • Assist with updating and maintaining HR policies and processes.
• Reporting & EOS Support
  • Support the Head of People & Recruiting with weekly EOS scorecard reporting.
  • Maintain People & Culture dashboards, trackers, and administrative reports.
  • Track recruitment and onboarding metrics, including time to hire, pipeline health, and completion of employee check-ins.
  • Monitor deadlines, outstanding action items, and departmental commitments.
  • Help ensure People & Culture Rocks and initiatives remain on schedule.
  • Prepare meeting notes, follow-up lists, and status updates.
• Employee Engagement & People Initiatives
  • Assist in coordinating employee engagement activities, recognition programs, and company events.
  • Support employee communications and internal announcements.
  • Help administer employee surveys and collect feedback.
  • Coordinate new hire introductions and employee milestone recognition.
  • Support initiatives that strengthen employee experience and company culture across remote and in-office teams.
• General Administrative Support
  • Manage scheduling, calendar coordination, and meeting arrangements for the Head of People & Recruiting.
  • Prepare documents, spreadsheets, presentations, and internal communications.
  • Follow up with managers and employees regarding outstanding HR-related tasks.
  • Help identify opportunities to streamline administrative workflows.
  • Provide additional administrative support for People & Culture projects as required.

Qualifications

• 1–3 years of experience in HR administration, recruitment coordination, office administration, or a related support role.
• Experience using an ATS, HRIS, or similar administrative system is an asset.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple tasks and competing deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace, including Gmail, Google Sheets, Google Docs, and Google Calendar.
• Comfortable working with spreadsheets, reports, and tracking systems.
• Ability to handle sensitive employee information with professionalism and confidentiality.
• Strong follow-through and a proactive approach to problem-solving.
• Experience supporting remote or international teams is an asset.
• Familiarity with Ashby and EOS is an asset but not required.

What Success Looks Like

• Candidate records and recruitment pipelines are consistently accurate and up to date.
• Interviews and recruitment follow-ups are coordinated promptly.
• New hire onboarding activities are organized and completed on schedule.
• Employee records and HR documentation are accurate and maintained confidentially.
• Weekly People & Culture reporting is prepared accurately and on time.
• Employee check-ins, reviews, and administrative deadlines are tracked and followed up.
• The Head of People & Recruiting can focus more time on strategic HR initiatives, employee relations, and recruitment decisions.

Ideal Candidate

The ideal candidate is someone who is highly organized, resourceful, dependable, and comfortable working independently. They take ownership of administrative tasks, follow through without constant reminders, and enjoy creating structure in a growing business. Most importantly, they understand that their role is to keep the People & Culture function organized, responsive, and running smoothly.