Human Resources Assistant

The Human Resources Assistant will join our team at our Calgary Head Office location to share in our passion for beauty. This position is ideal for a candidate who has exceptional written and verbal communication skills along with interpersonal and problem-solving skills, and has demonstrated that they can work independently and also thrive in a collaborative atmosphere. They will have the eagerness to grasp and learn the working knowledge of Canadian employment laws, HRIS, and payroll administration as well as be reliable, dependable, and have an eye for detail.

Below is a detailed list of the expectations related to the HR Administrative Assistant position.

Staffing Support

• Employee relations
• Avoid favoritism or company gossip (no tolerance)
• Provide judgment in a confidential and diplomatic manner
• Open door policy for employees to see you and feel comfortable to discuss their challenges
• Assist in refereeing of staff disputes
• Identifying and resolving questions and concerns pertaining to HR and work-related issues
• Assist in responding to inquiries regarding policies, procedures, and programs
• Encourage and lead a pleasant company culture for all staff

Employee Retention and Engagement

• Assist in planning and executing team building activities
• Inform staff on new hires and employee resignation/termination via email
• Help with organizing weekly Wednesday meeting
• Compile Modern Monthly Newsletter
• Sending Emails Happy Friday emails
• Use of Generic Modern and Mod cards for birthdays, recognition (above and beyond, big sales, improvement, winning contests), anniversaries, life events (marriage, new baby), condolences, welcome to the team, thank you/appreciation

Recruitment Cycle

• Assist in facilitation of employee training
• Inform marketing of all new hires/resignation for online website, business cards, etc.
• Assistance with creating job descriptions, and understanding everyone’s role
• Assist in planning and conducting new employee orientation to foster positive attitude toward company goals
• Employee contact information- regularly updating staff phone list
• Correspond with IT for proper phone directory and caller ID
• Ensure office space is set up for new employees
• Gather welcome package content
• Filing of all contracts, offer letters, etc., ensuring that they are signed and kept on record
• Ensure employee files in Time Clock are up to date and accurate

Employee Maintenance

• Compensation administration
• Monitor time off (appointments, holiday and leave of absence requests)- All employees should inform HR if they are unable to come into work, and HR is to inform department manager
• Maintenance of Time Clock (employee tracking system)
• Updating employee hour reports (via Time Clock) daily, company wide
• Inputting and adjusting store schedules in Time Clock
• Communicating with managers about employee attendance concerns (i.e. tardiness, excessive sick days, etc)
• Firm understanding on how to calculate employee hours
• Understand how to run necessary payroll reports
• Maintain records of employment
• Employee dress code & uniform distribution
• Participate in the administration of HR policies and procedures in employee termination or disciplinary action
• Keep record of all verbal and written disciplinary notices
• Ensure proper handling and compliance with laws and regulations, and in reflection of company policies
• Prepare employee separation notices and related documentation
• Conducting exit interviews to determine reasons behind separations and share findings and make recommendations on possible changes

Benefits

• Understanding the company benefit program
• Advise employees on eligibility and answer all inquiries or concerns
• Make note of employee’s benefits start date and ensure required forms are filled out and submitted prior to

Essential Duties

• Understanding paystub, payroll and answering questions
• Understanding all aspects of the Human Resources Department
• Develop, update and present communications to employees such as forms and administrative procedures (showroom manual review and maintenance)
• Assist in updating company policies and procedures (employee handbook) to ensure they are reflecting legislation, resources and the Employment Standards Act
• Stay current and familiar with Canadian and provincial employment legislation and regulations
• Involvement in managers meetings and other company meetings as requested

Other

• The above list is not inclusive of your job description
• Creating a positive impact company wide
• Assisting others with their role/duties as required (i.e. answering phones for Customer Care)
• Help organize company events (Modern Rocks the Runway, Trade Shows, Big Sales, etc)
• Be available for a few weekends in the year to assist in events (i.e. Inventory Days, AGM, etc)
• Perform other duties as required

Job Type: Full-time

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking

Schedule:

• Monday to Friday

Education:

• Bachelor's Degree (preferred)

Experience:

• Human resources: 1 year (preferred)

Language:

• English (required)

Work Location: In person