POSITION SUMMARY The HR Administrative Assistant is a support role responsible for providing accurate, timely, and organized administrative assistance to Human Resources and Timmins/Field Operations. The position focuses primarily on routine, process-driven and non-sensitive HR administration, including attendance and vacation records, onboarding coordination, training and induction records, recruiting support, personnel documentation, and general office administration.

Working within established company procedures and under the direction of the Office Manager and designated HR/management personnel, the HR Administrative Assistant helps ensure employee records, onboarding requirements, compliance documentation, and routine HR workflows are complete, current, properly filed, and communicated to the appropriate individuals.

This role is administrative in nature. Confidential, sensitive, investigative, medical, compensation, disciplinary, termination, or employee-relations decisions remain the responsibility of authorized HR and management personnel. The successful candidate must nevertheless exercise discretion and maintain confidentiality when handling employee information.

KEY RESPONSIBILITIES

Attendance & Vacation Administration

- Maintain attendance and vacation records and related documentation in accordance with company procedures.

Employee Inductions, Training & Compliance Records

- Coordinate and track required NORCAT inductions and employee clearances.
- Assist with maintaining the employee training matrix and follow up on routine outstanding training documentation as directed.
- Coordinate routine requirements, including environmental, general and surface requirements, applicable MTCU signoffs, WHMIS, and 4 Steps documentation.
- Coordinate required appointments and documentation for employees returning to site after extended absences, including required driver checks and testing, and communicate clearance status once confirmation is received from the authorized site/medical contact.
- Upload approved training records, licences and authorized qualification/medical-status documentation to Intelex in accordance with established access and privacy requirements.
- Print and file incident documentation as directed and refer any potential follow-up or non-compliance requirements to authorized HR/management personnel.

Recruiting & Hiring Administration

- Monitor approved recruiting channels, including the Timmins email account, Indeed, Social Media, and other designated sources.
- Prepare and publish approved job postings to designated recruiting and social media channels.




- Review incoming applications for administrative completeness and route resumes to the appropriate hiring manager; print Quality resumes for Timmins/Field Operations daily as directed.
- Coordinate interview scheduling and provide administrative support throughout the recruitment process.
- Prepare and coordinate new-hire sign-on, enrollment, and onboarding documentation.
- Coordinate required pre-employment documentation and screening requirements.
- Prepare PPE for new hires and coordinate onboarding packages or documentation being sent to Sudbury or other company locations.

Employee Records & PCN Support

- Provide administrative support for Personnel Change Notices (PCNs) and maintain related employee records.
- Maintain manpower lists and communicate approved employee updates to appropriate personnel.
- Assist with routine payroll and employee-record administration as directed.

Non-Compliance Support

- Provide administrative support for employee non-compliance documentation, tracking, distribution, and filing as directed by management/HR.

General Administrative Support

- Provide reception and telephone coverage and monitor designated shared inboxes.
- Scan, distribute, and file routine administrative documentation, including Visa/expense documentation as directed.
- Provide administrative support to the Social Club and other office initiatives as assigned.
- Maintain organized electronic and paper records and assist with other routine administrative duties that support Timmins operations and HR workflows.

CONFIDENTIALITY & PROFESSIONAL RESPONSIBILITY

- Maintain confidentiality and handle employee information in accordance with company privacy, retention, and access requirements.
- Refer sensitive or decision-based HR matters to authorized HR or management personnel.
- Work within assigned system and personnel-file access permissions.

QUALIFICATIONS & EXPERIENCE

- Minimum 2-year Business Administration, Human Resources, Office Administration diploma, or equivalent combination of education and experience.
- 2 years of experience in administrative, HR support, recruiting coordination, or operations support is preferred; construction, mining, or industrial experience is considered an asset.
- Strong working knowledge of Microsoft Office Suite (Outlook, Excel, Word); accurate data entry and electronic document management skills are required.
- Excellent organizational skills with the ability to manage multiple priorities,



deadlines, and follow-up items in a fast-paced environment.
- Strong interpersonal and written communication skills with the ability to work professionally with employees, supervisors, managers, and external service providers.
- Demonstrated discretion, sound judgment, and ability to maintain confidentiality when handling employee information.
- Experience with HRIS, training/compliance, recruiting, ERP, or document-management platforms is considered an asset; familiarity with NORCAT, Cognibox, Intelex, Indeed, or similar systems is beneficial.
- Valid driver’s licence with a clean driving abstract required. Current criminal record check (CPIC) and pre-employment drug testing required.
- Ability to work independently while contributing effectively to a team workplace. This is not a camp position; local attendance in Timmins, ON is required.

WHAT SUCCESS LOOKS LIKE IN YEAR ONE

- Attendance, vacation, onboarding, induction, training, recruiting, and routine personnel documentation is processed accurately and on time.
- HR and operational managers receive complete, organized information that allows them to make timely decisions without having to reconstruct administrative records.
- New hires move through recruiting, pre-employment requirements, onboarding, PPE preparation, and site-clearance processes in a consistent and well-documented manner.
- Employee records and compliance systems remain current, organized, traceable, and appropriately protected.
- The position becomes a dependable administrative link between HR, Timmins operations, supervisors, employees, and the Sudbury office while maintaining clear boundaries around sensitive HR decision-making.

KEY WORKING RELATIONSHIPS The HR Administrative Assistant reports to the Office Manager or designated HR lead and works closely with Human Resources, Timmins/Field Operations management, Site Supervisors, payroll/finance personnel, recruiting contacts, safety/training personnel, and employees. The position supports routine HR administration and operational coordination while escalating sensitive or decision-based HR matters to authorized HR and management personnel.

Day Group offers a competitive wage package, along with excellent health benefits and pension opportunities. Our commitment to employees extends to include other employment benefits, including our Employee Assistance Program, our active Employee Social Club, discounted gym memberships and insurance because of our partnerships in the communities we live and work in.

Pay: From $28.00 per hour

Benefits

- Company events
- Dental care
- Extended health care
- Vision care

Work Location: In person

📌 HR Administrative Assistant (Timmins)
🏢 William Day Construction
📍 Timmins