Title People and Culture Admin Assistant

Overview

We provide housing and a range of support services to adults with low or no income who have few, if any, housing or support options. Because the people we serve have challenges meeting basic needs and goals, we place minimal barriers between them and our services. For more information about Lookout, please visit

Date: Jun 2, 2026

Location: New Westminster, BC, CA

Company: Lookout Housing and Health Society

Employment Status: Temporary full time until incumbent returns

Salary: $22.63 per hour

Position Summary: Reporting to the Manager of People and Culture, the Administrative Assistant offers senior level administrative support to Directors and Managers. The schedule for this position is Monday through Friday with a 40 hour work week. This position is exempt from the Union.

• Provides administrative support to the People and Culture team, including data entry, document preparation, minute taking, and file management. Provides logistical support for meetings, events, and trainings.
• Assists with recruitment and onboarding activities, including job postings, interview scheduling, and new hire documentation. Liaises with payroll for employee file set up and benefits documentation. Initiates Criminal Record Checks for new employees through the Ministry.
• Manages onboarding and new hire orientation, ensuring a seamless employee experience.
• Assists with updating job descriptions and job profiles in Recruitment module. Oversees the maintenance of employee personnel files; both electronic and paper, personal histories, reports and performance appraisals. Maintains accurate and confidential employee records in SAP Success Factors and physical files.
• Supports training coordination by maintaining attendance records in LMS and tracking certifications. Assists with regular training audits to ensure compliance, including CRC renewals and First Aid.
• Responsible for code creation in SAP, scheduling shifts in Workforce, and updating casual preferences for staff. Updates position data and reporting structures as required. Coordinates with CFO on approval for new positions.
• Updates unionized jobs spreadsheet, including staff changes and shift updates, ensuring accuracy and compliance with site budgets.
• Monitors shared inboxes and responds to general HR-related inquiries.
• Prepares correspondence, reports, and spreadsheets as required.
• Assists in maintaining HR templates, policies, and SharePoint resources.
• Participates in various projects as requested; gathers and consolidates a variety of statistical information; provides summaries of data as requested.
• Manage HR data and reporting, ensuring accuracy, compliance, and confidentiality.
• Supports the packaging and delivery of holiday gifts for guests, clients, and participants throughout the organization.
• Supports data entry in Essential Services Database as required.
• Participates in committees and project teams as required, including new SAP Success Factors module implementation.
• Builds collaborative relationships with staff and leadership.
• Supports the People and Culture team with engagement initiatives - including staff events, recognition programs, wellness activities, and career fairs. 19. Role may include significant periods of sitting, standing, or walking.
• Employees are expected to remain alert and attentive during working hours. Sleeping during shifts is not permitted.
• Responsible for complying with and contributing to all aspects of the organization’s health and safety program. May be required to attend and participate in the health and safety committee.
• Performs other related duties as required.

• Post-secondary 2 year Diploma or equivalent in Business Management, Office Administration, Human Resources, or a related field.
• Minimum 1–3 years of administrative experience, preferably in HR or a non-profit environment, or an equivalent combination of education and experience.
• Experience using HRIS or database systems (SAP Success Factors experience is an asset).
• Must maintain a current Vulnerable Sector Criminal Record Clearance through the Ministry of BC.
• Excellent organizational and multitasking skills. Strong time…