HR and Office Administrator

KL Foods Inc. – Markham, Ontario

Job Type: Full time, Permanent

Schedule: Monday to Friday, 40 hours per week

Typical Hours: 8:00 a.m.–4:00 p.m. or 9:00 a.m.–5:00 p.m.

Compensation: Starting at $21.00/hour

Reports to: General Manager

About KL Foods Inc.

KL Foods Inc. is an Ontario food manufacturer with approximately 41 employees. We are seeking an organized, dependable, and professional HR and Office Administrator to support our employees, management team, and day-to-day office operations.

This is a combined HR and office administration position. Approximately one to two days per week will focus on HR responsibilities, with the remaining time supporting general office operations, senior management, Production, Quality Assurance, and Food Safety.

The successful candidate will be comfortable handling confidential information, maintaining accurate records, managing multiple priorities, and escalating sensitive matters to senior management when appropriate.

Key Responsibilities

Human Resources

- Support recruitment by posting jobs, screening applicants, conducting initial interviews, coordinating manager interviews, and completing reference checks.
- Prepare approved employment offers and coordinate employee onboarding and orientation.
- Maintain confidential employee files, training records, policy acknowledgements, performance and disciplinary documentation, and other HR records.
- Track probation reviews, training, policy reviews, and other HR deadlines.
- Receive and document employee questions, concerns, and complaints professionally and confidentially.
- Participate in workplace investigations and prepare draft disciplinary documentation under management direction.
- Provide HR administrative support and recommendations to senior management.
- Support health and safety documentation, training records, meetings, investigations, and corrective-action follow-up.

Payroll & Attendance Support





- Review weekly ADP payroll and attendance information for completeness and apparent discrepancies.
- Compare attendance, overtime, vacation, wage, and employee-status information with approved records.
- Report discrepancies to authorized managers and maintain supporting documentation for approved corrections.

Office Administration

- Welcome visitors, candidates, contractors, auditors, suppliers, and service providers and follow company sign-in and site-access procedures.
- Manage office supplies, approved purchases, couriers, deliveries, and administrative service requests.
- Schedule meetings and assist with agendas, documents, minutes, and action lists.
- Assist with approved travel arrangements when required.
- Provide administrative support to senior management, Production, Quality Assurance, and Food Safety.

Document, System & Audit Support

- Maintain organized electronic files, shared-drive structures, controlled HR and administrative documents, and approved access permissions.
- Support document control, including revisions, approvals, distribution, and archiving.
- Use Microsoft Office, ADP, QuickBooks Online, and the company ERP system for assigned duties.
- Support regulatory, food-safety, customer, and certification audits by organizing records and documentation.
- Maintain audit/corrective-action lists and follow up with departments on outstanding documentation and assigned actions.

Required Qualifications

- Post-secondary education in Human Resources, Business Administration, Office Administration, or a related field.
- Relevant HR and/or office administration experience.
- Strong written and verbal English communication skills.




- Proficiency with Microsoft Office.
- Strong organizational, documentation, communication, and follow-up skills.
- Ability to handle confidential employee and business information appropriately.
- Ability to manage multiple priorities and work with limited supervision.
- Ability to prepare professional correspondence, reports, meeting minutes, and employee documentation.
- Legally authorized to work in Canada.

Preferred Qualifications

- Experience in food manufacturing or another manufacturing environment.
- Experience with recruitment, onboarding, employee records, payroll review, workplace investigations, or disciplinary administration.
- Experience with ADP, QuickBooks Online, or ERP systems.
- Experience supporting food-safety, customer, certification, or regulatory audits.
- Experience with document control or health and safety administration.

Decision Authority The HR and Office Administrator will coordinate and support HR processes, including receiving employee concerns, participating in investigations, preparing draft documentation, and providing recommendations.

Final decisions regarding hiring, discipline, termination, investigation outcomes, accommodations, compensation, payroll changes, benefits, overtime, vacation, and employee-status changes remain with authorized senior management.

How to Apply

Please submit your résumé and a short cover letter outlining your relevant HR and office-administration experience.

KL Foods Inc. thanks all applicants for their interest. Only candidates selected for the next stage of the hiring process will be contacted.

Note: KL Foods Inc. may use artificial intelligence to assist with application screening, assessment, or the selection process.

Pay: From $21.00 per hour

Benefits

- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 HR + Office Administrator (Markham)
🏢 KL Foods
📍 Markham