HR Documentation Administrator

The HR Documentation Administrator is responsible for organizing, maintaining, and safeguarding HR documents in both digital and physical formats. This role ensures that information is accurate, secure, accessible, and compliant with legal, regulatory, and internal governance requirements. The incumbent also contributes to process improvements and documentation-related projects to enhance overall HR efficiency.

Key Responsibilities:

• Manage and maintain HR documents and employee files across digital and physical repositories.
• Develop and maintain efficient filing, indexing, and retrieval systems to ensure information is easily accessible to authorized users.
• Ensure proper version control and archival of all HR documents.
• Apply and monitor document-retention schedules, ensuring timely and compliant disposal of records.
• Prepare and organize documentation for audits, legal reviews, and compliance activities.
• Maintain accuracy, confidentiality, and integrity of sensitive HR information.
• Document and maintain rules for access governance (roles, permissions, security protocols).
• Serve as the gatekeeper for access management and ensure adherence to security and confidentiality standards.
• Support the administration and optimization of SharePoint and other HR documentation platforms.
• Participate in document-related projects such as digitization initiatives or decommissioning of legacy systems.
• Identify opportunities to streamline documentation workflows and recommend improvements.

• Undergraduate degree
• Minimum 3 years’ experience in a similar role
• Bilingual
• Proficient with MS 365 Sharepoint, Excel, Teams, Outlook and Co Pilot
• Strong problem-solving, organizational, communication skills
• Resourceful and meticulous

• Competitive salary + annual bonus
• Eligible for paid vacation starting at hire; **
• Comprehensive group insurance plan;
• Telemedicine (access to a doctor 24/7);
• Group RRSP with employer matching contribution;
• AIM Annual Scholarship Program for tuition fees up to $8,500 per eligible dependent;
• Free on-site gym;
• Two on-site cafeterias (subsidized meal program available);
• A pleasant and friendly work environment;
• Exceptional career advancement opportunities.