Office Coordinator

Position: People & Office Coordinator
About Solar Provider Group
Solar Provider Group (SPG) is a global solar developer with offices in the United States, Canada, Germany, and the Netherlands and active projects across North America and Europe. Our North American team focuses on solar and battery energy storage projects in the United States and Canada, with most current activity in the United States. We are a small team doing meaningful work: each project we advance brings clean energy closer to the grid, and each person here can see the impact of their work.

We identify, secure, and advance sites through the full development cycle, from early-stage land acquisition to construction readiness. Our team combines technical expertise, financial insight, and strong local relationships to deliver projects that accelerate the clean-energy transition and create lasting value for landowners and communities.

The Role
We are seeking an organized and detail-oriented People & Office Coordinator to support HR administration, employee records, employment documents, payroll and benefits, and day-to-day office operations. The role supports a growing team of approximately 35 employees across our Canadian and U.S. operations and a separately operated affiliate that shares our Toronto office.

Reporting to the General Counsel, you will work with the management team to keep records accurate, coordinate employee processes, and follow through on administrative tasks. This is primarily an execution-focused coordination role responsible for administering established company practices and processes rather than independently developing HR policy or programs.

Duties and Responsibilities
Employee Administration and Documents

Draft employment and HR documents, including offer letters, employment agreements, amendments, and employment confirmations, from approved templates and instructions for the General Counsel’s review and approval.

Research and present routine HR and employment questions across Canadian and U.S. jurisdictions for the General Counsel’s review.

Arrange signatures, follow up on outstanding paperwork, and keep employee files complete, accurate, and confidential.

Assist with onboarding and offboarding, including forms, orientation, access requests, and employment eligibility documents for new hires in each country.

Assist with recruitment administration, including job postings, initial application reviews against set criteria, recruiter and screening-provider coordination, interview scheduling, hiring approvals, and candidate communications.

HRIS and Payroll Support

Assist with payroll administration for Canadian and U.S. entities, including collecting and checking inputs, preparing information for approval, and following up on discrepancies.

Monitor HRIS notifications, probation periods, check-ins, contract end dates, and leave; prepare related information and reports, follow up with managers, and track completion. Maintain checklists and policy acknowledgements and follow up on system questions as needed.

Assist with payroll-related forms, registrations, and filings with government agencies and providers, including workers’ compensation and employer tax registrations.

Assist with benefits enrolment, changes, renewals, and employee data updates for providers in Canada and the U.S.

Office Administration and Team Support

Monitor supplies and place approved orders for office, kitchen, and equipment needs; organize receipts and invoices for processing.

Coordinate deliveries, building requests, and routine maintenance with the relevant contacts.

Manage company equipment for office-based and remote employees, including tracking, shipping, setup coordination, and returns.

Assist with workplace incident and injury reporting and keep required workplace postings and records current.

Administer office access passes, including activation and deactivation on approved instructions, maintaining an accurate pass register, and coordinating lost or returned passes.

Assist with company events, team activities, and meetings, including scheduling, invitations, room bookings, catering, and supplier coordination.

Coordinate travel, accommodation, and on-site logistics for employees and visitors, including team dinners and meetings.

Provide routine administrative support to the management team, track outstanding tasks, and follow up on deadlines and approvals.

Qualifications

At least two years of relevant experience in office administration, HR support, or a similar coordination role is preferred. Experience…