Human Resources Assistant

Role overview

The Human Resources Assistant will support the full employee lifecycle, with a strong focus on hiring, onboarding, job changes, exits, and compliance-related clearances such as HUB and SRAT. This position calls for someone who communicates well, stays flexible, and can juggle detailed tasks in a busy, fast-moving environment. Strong organization, teamwork, and the ability to improve HR workflows are key to succeeding in this role.

Reporting to the Director of Human Resources or a delegate, this position helps keep HR operations accurate, timely, and aligned with organizational goals.

Recruitment and onboarding

• Support interview coordination, candidate pre-screening, reference checking, and related recruitment activities when needed.
• Prepare offer letters in partnership with managers and HR leadership as required.
• Manage the complete onboarding process for new employees, including orientation planning and shift confirmation.
• Collect and confirm all required hiring documents, such as ID, certifications, and employment forms.
• Work with hiring managers to ensure onboarding schedules match organizational values and expectations.

HUB clearance

• Coordinate the HUB clearance workflow and make sure required information is submitted and validated on time.
• Work with program managers to resolve issues or delays that may affect compliance.
• Follow up persistently to obtain all required HUB forms.
• Carry out and document reference checks.
• Keep clearance records accurate and current.

SRAT clearance

• Oversee SRAT clearance so that new hires meet internal and regulatory compliance requirements.
• Track progress closely, follow up as needed, and help speed up the process.
• Answer questions and communicate with stakeholders about SRAT clearance matters.
• Maintain precise SRAT status records and escalate concerns when necessary.

OFL administration

• Administer all OFL (Organizational Framework for Learning) activities, including communications and attendance tracking.
• Review training certifications in the organization’s Share Vision platform and ensure compliance records are up to date.

Employment lifecycle administration

• Handle job changes, terminations, and employee letters.
• Manage shift confirmation requests, shift changes, name updates, address changes, SIN updates, exit requests, and ROE requests.
• Process approved leave and return-to-work documentation.
• Keep personnel files complete, accurate, and compliant with company and legal standards.

Employee retention and engagement

• Coordinate recognition and incentive programs that support morale and engagement.
• Help organize staff appreciation events and recreational activities.
• Support an inclusive workplace culture that reflects organizational values.
• Contribute ideas and initiatives that improve employee satisfaction, well-being, and retention.
• Assist with engagement surveys and help interpret results to identify trends and improvements.

Records, compliance, and reporting

• Maintain organized employee records, clearance files, and onboarding documents.
• Audit trackers each month to verify compliance with company policies and legal requirements.
• Monitor work permit records and flag upcoming expiry dates in time to avoid compliance problems.
• Produce HR reports related to onboarding, clearance timelines, process efficiency, and other metrics.
• Recommend and support improvements that strengthen efficiency and the employee experience.

Training and development support

• Create Share Vision training materials using facilitator-provided content, including courses, acknowledgements, and competency quizzes.
• Track attendance and keep records for compliance and development purposes.
• Coordinate with external training vendors and internal subject matter experts to deliver effective training sessions.
• Suggest learning solutions to help address skill gaps.
• Track mandatory training and certification renewals to ensure timely completion.

Administrative and project support

• Maintain HR systems and databases with accurate, timely data entry.
• Support additional projects that contribute to organizational objectives.
• Help plan and coordinate staff events and recreational activities.
• Assist with recruitment fairs when needed.
• Record meeting minutes when required.
• Partner with HR Business Partners and HR leadership on new initiatives, including website updates, social media content, and newsletters.
• Support the Health and Safety office program through record keeping and participation in OH&S drills and inspections as needed.

Retention management

• Complete ROE administration to support compliance requirements.
• Process exit requests and finalize terminations in SV.
• Help conduct and document exit interviews when requested.

Qualifications and skills

This role requires post-secondary certification in Human Resources or equivalent practical experience. At least one year of recent experience in HR or administrative work is required. Strong computer proficiency is expected, including Microsoft Outlook, Teams, Word, Excel, and PowerPoint, along with hands-on experience using database management tools or HRIS platforms.

The ideal candidate will have excellent verbal and written communication skills, strong interpersonal ability, advanced organization, and the ability to work efficiently in a fast-paced setting. Knowledge of HR best practices, labour legislation, collective agreements, and BC regulations is an asset. High attention to detail, discretion, professionalism, teamwork, and the ability to meet changing deadlines are essential.

About the organization

Pacific Coast Community Resources Inc. supports people living with disabilities through services that encourage independence, personal growth, and community inclusion. The organization is growing and offers a collaborative workplace where employees can learn, contribute, and build meaningful careers.

What is offered

The role includes a competitive salary of $50,000 to $55,000 per year, comprehensive medical, dental, and vision benefits, career development opportunities, community involvement, and an inclusive, supportive environment.

Diversity and inclusion

The organization welcomes applicants from Indigenous communities, racialized communities, people with disabilities, gender-diverse and sexually diverse communities, and people with intersecting identities. Candidates whose experience closely matches the role are encouraged to apply, even if their background is not an exact match.

Additional information

Location: Port Coquitlam, British Columbia, Canada. This is a full-time, onsite position.

The posting includes the marker #INDMP.