HR & Business Systems Administrator

HIGH-QUALITY CLEANING COMPANY ACROSS SOUTHERN ONTARIO ORGANIZED ACCOUNTABLE TECH-SAVVY TEAM-ORIENTED

Our client has been proudly serving Southern Ontario since 1986, consistently outperforming the competition in both industrial and commercial sectors—large and small.

Their cleaning standards far exceed typical industry expectations, enabling them to maintain long-term relationships with clients—often for over a decade at a time.

With decades of experience and extensive industry knowledge, they service over 18 million square feet nightly across Southern Ontario. By truly listening to their clients’ needs, they have built a reputation for reliability, excellence, and unmatched service quality.

They are committed to providing the highest level of cleanliness in workplaces. The team of over 200 well-trained professionals ensures that staff enter a fresh, clean, and safe environment every day.

We are partnering with our client in search of an HR and Business Systems Administrator who will play a key role in supporting the organization's people, technology, and business operations. This position is responsible for coordinating core HR administration while managing business systems, employee technology, software platforms, and office infrastructure. By ensuring systems are secure, efficient, and well-maintained, the role helps deliver a seamless employee experience and supports the effective day-to-day operations of the organization.

The HR and Business Systems Administrator will be responsible for:

• Support employee onboarding and offboarding, including forms, system access, equipment and checklists.
• Maintain confidential employee records and prepare routine HR letters, documents and reports.
• Assist with recruitment scheduling, candidate communication, references and background checks.
• Track probation dates, training, certifications, attendance, leave and policy acknowledgements.
• Respond to routine employee questions and refer sensitive matters to the appropriate HR lead

• Create, update and deactivate Microsoft 365 accounts, licences, mailboxes, Teams access and permissions.
• Administer Hub Spot users, pipelines, workflows, lists, forms and lead routing.
• Administer the 8x8 phone system, including extensions, voicemail, call routing and softphones.
• Manage Apple IDs, device setup, security restrictions and kiosk mode.
• Maintain records of software subscriptions, users, costs and renewal dates.

• Manage employee and contractor access and maintain clock-in devices and kiosk stations.
• Prepare weekly manager reports each Monday and monthly reports on the first business day of the month.
• Prepare weekly contractor usage reports each Monday.
• Review reports for obvious errors and refer concerns to the appropriate manager.

• Provide Tier 1 and basic Tier 2 support for passwords, account lockouts, software and device issues.
• Purchase, configure, assign and track laptops, monitors, phones, tablets and related equipment.
• Coordinate equipment returns, repairs, replacements and secure reassignment.
• Install and maintain physical clock-in stations, including power and network connections.
• Escalate complex IT, privacy or cybersecurity concerns.

• Complete routine Word Press edits, publish approved content and repair broken links.
• Update plugins and make minor HTML or CSS changes.
• Test mobile responsiveness and confirm online forms route inquiries correctly.

• Maintain procedures, access lists, inventories and user guides.
• Follow privacy, confidentiality and cybersecurity requirements.
• Identify ways to improve processes and reduce manual work.
• Support system testing, upgrades and staff training.
• Complete other related duties as assigned.

• Diploma or degree in human resources, business administration, information technology, office administration or a related field.
• Two or more years of related HR administration, business systems or IT support experience.
• Must have a personal vehicle and be able to travel to field locations in Southern Ontario as…