Job Descirption

We are currently seeking an organized, detail-oriented, and motivated HR Administrator / Recruitment Coordinator to join our team. This position is a six (6) month contract role. The successful candidate will support the Human Resources department with daily administrative functions, recruitment activities, employee onboarding, and maintaining HR records. This is an excellent opportunity for an individual looking to develop their career in Human Resources while gaining hands-on experience in recruitment and HR operations.

Primary Responsibilities

Recruitment & Talent Acquisition

- Assist with the full recruitment cycle, including posting job advertisements, reviewing resumes, screening candidates, and coordinating interviews.
- Review and shortlist resumes based on job requirements and qualifications.
- Conduct initial telephone or virtual screening interviews to assess candidates' experience, qualifications, availability, and suitability for open positions.
- Coordinate and schedule interviews between candidates and hiring managers.
- Communicate with candidates throughout the recruitment process, providing updates and following up as required.
- Assist in preparing interview questions, candidate summaries, and recruitment documentation.
- Maintain and update candidate records, recruitment trackers, and applicant databases.
- Support hiring managers with recruitment activities to ensure positions are filled in a timely manner.
- Assist with reference checks, background checks, and pre-employment requirements.
- Prepare and send interview invitations, follow-up communications, and other recruitment-related correspondence.

HR Administration & Employee Support

- Provide day-to-day administrative support to the Human Resources department.
- Assist in preparing employment-related documents, including offer letters, employment agreements, and onboarding packages.
- Maintain accurate and confidential employee personnel files, HR records, and documentation.
- Assist with recent hire onboarding, including collecting required paperwork, coordinating orientation, and ensuring completion of necessary documentation.
- Support employee offboarding processes,



including preparing documentation and updating employee records.
- Assist with tracking employee training, certifications, and policy acknowledgements.
- Maintain and update HR spreadsheets, reports, trackers, and internal databases.
- Respond to general HR inquiries from employees and direct more complex matters to the appropriate HR representative.
- Assist with coordinating employee meetings, training sessions, and other HR-related activities.
- Ensure employee information is handled confidentially and in accordance with company policies and applicable privacy requirements.
- Provide additional administrative support and assist with HR projects as required.

Skills, Experience and Requirements

- Diploma or degree in Human Resources, Business Administration, or a related field.
- Previous experience in HR administration, recruitment coordination, or a similar administrative role is preferred.
- Experience reviewing resumes, conducting candidate screenings, and scheduling interviews is an asset.
- Strong organizational skills with excellent attention to detail.
- Excellent verbal and written communication skills.
- Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
- Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
- Strong interpersonal skills with the ability to communicate professionally with candidates, employees, and management.
- Ability to maintain confidentiality when handling sensitive employee and candidate information.
- Ability to work independently and collaboratively in a fast-paced environment.
- Familiarity with Ontario employment legislation and HR best practices is an asset.
- Experience with HRIS, applicant tracking systems, or recruitment platforms such as LinkedIn and Indeed is an asset.




- Please note that ICON Digital requires a mandatory Criminal Background check prior to employment.

ABOUT ICON

ICON is a full-service organization with a 120,000 square foot state-of-the-art production facility based in Markham, Ontario. With additional offices based in Toronto, Recent York, and Montreal, we are unmatched in terms of technology, production capabilities, and product diversity, serviced by the most experienced and knowledgeable team of display graphics, digital signage, video production, and print professionals in the business. ICON’s reputation for reliability, quality workmanship, professionalism, and customer service is well earned and reflected by the trust and loyalty of clients we serve.

As a multi-faceted visual communications media company, we serve our clients’ needs of transforming spaces in retail, out-of-home advertising, digital, corporate/event marketing, hospitality, and consumer packaged goods (CPG) industries. Our company name represents strength and innovation, both of which are necessary for growth and success within our respective industries. Within ICON we have two divisions – ICON Media and ICON Visual; these divisions support the commitment we give to our clients to continue being leaders in All Things Visual!

We thank all applicants, however, only those selected for an interview will be contacted. ICON is an equal opportunity employer, and we encourage candidates from diverse backgrounds to apply.

ICON is a supporter of AODA (Accessibility for Ontarians with Disabilities Act). Accommodation will be provided to all applicants with disabilities during the recruitment process. Please include a summary of the accommodation required in your application email.

Pay: $45,000.00-$50,000.00 per year

Benefits:

- Casual dress
- Company events
- On-site parking

Ability to commute/relocate:

- Markham, ON L3R 5G2: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you have previous experience in HR administration and recruitment coordination?

Education:

- Bachelor's Degree (preferred)

Experience:

- Human resources: 1 year (required)

Work Location: In person

📌 HR Administrator / Recruitment Coordinator (Contract) (Milliken)
🏢 ICON Visual Communications
📍 Milliken