Administrative Assistant

KGS Group invites you to join our dynamic HR and Legal team as an Administrative Assistant. In this role, you’ll provide essential support for HR and Legal operations and help shape a positive workplace culture.

About Us

Over the past 30 years, KGS Group has grown to be the largest employee-owned engineering consulting firm based in Manitoba. We work in nearly every area of engineering and have led significant public and private projects across Canada and internationally.

Our work in Manitoba ranges from the design and construction of major hydro dams to the first large diameter tunneling works in the province to a variety of engineering services for noteworthy local landmarks such as The Forks Riverwalk, the Canadian Museum for Human Rights, the Bell MTS Centre and Birds Hill Lake, to name a few.

The Role

As an Administrative Assistant, you’ll play a critical role in supporting day-to-day HR and Legal operations. This role is an excellent opportunity for a professional who thrives in a collaborative, fast-paced environment. In this role, you’ll manage essential HR and Legal documentation, support international travel initiatives, assist with email monitoring, and address employee inquiries, all while maintaining a high level of confidentiality and accuracy.

Your

Key Responsibilities:

• Prepare, draft, and mail various correspondence and documents.
• Compare legal documents to identify differences.
• Open, update (including data entry and scanning of documents), organize, maintain, and close legal department files and matters (paper and electronic).
• Review and revise documents for format, spelling, and grammar.
• Triaging emails and forward them to the appropriate team members.
• Assist with the completion of employee travel documentation and insurance.
• Maintain and organize employee records, including adding new hires, updating employee information, and maintaining training records.
• Conduct employment verifications by responding to internal and external requests, confirming authorized employee information in line with company policies, and ensuring all disclosures meet privacy and confidentiality requirements.
• Input invoices for payment and reconcile monthly Visa.
• Approve and monitor the timely submission of KGS Group employees' timesheets on a weekly basis, ensuring accuracy and adherence to deadlines.
• Manage client-required security clearances and drug testing.
• Respond to basic employee questions about HR and Legal policies, benefits, and procedures.
• Assist in preparing reports, conducting audits, and ensuring adherence to KGS Group policies.
• Work closely with the HR and legal teams on various projects to enhance the employee experience and improve KGS processes.
• Actively contribute to social committee and wellness activities to promote a positive workplace culture.
• Follow all policies and procedures, continuously looking for ways to improve payroll administration and promote a proactive, accountable environment.

About You

• 0-1 years of HR and/or legal administration experience.
• Diploma or degree in Human Resources, Business Administration, or a related field.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), with advanced working knowledge of Excel. Comfortable creating and maintaining spreadsheets, using formulas (e.g., SUM, IF, VLOOKUP/XLOOKUP), sorting and filtering large data sets, applying conditional formatting, and ensuring data accuracy.
• Able to manage calendars, organize and prioritize email communication, and produce well-formatted documents, spreadsheets, and presentations.
• Ability to successfully complete a criminal record and background check, with eligibility to obtain additional security clearance as required by project needs.
• Highly organized, with a strong focus on accuracy and confidentiality in all HR and Legal activities.
• A proactive attitude with excellent communication and interpersonal skills to build trust and collaborate effectively.
• Eager to learn and contribute to HR and Legal initiatives that enhance workplace culture and processes.

KGS Group is an employee-owned equal opportunity company offering an excellent compensation and benefits package. We believe in assisting each of our employees to fulfill their career goals. We offer professional development opportunities along with a competitive pay and benefits package.

KGS Group welcomes and encourages applications from people with disabilities. Upon request, KGS Group will provide reasonable accommodation for disabilities to support participation of candidates in all aspects of the recruitment process.

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