Human Resource Coordinator (English & Spanish speaking)

**How I contribute:**

The Human Resource and Health & Safety Coordinator (English & Spanish speaking) supports the Director of Human Resources with a focus on Health & Safety as well as training and a support role in other HR functions, ensuring a positive and productive employee experience at Van Belle Nursery group of companies. This role provides hands-on support across health & safety, compliance, training, employee data management, HR administration, employee relations, recruitment, performance management, payroll, HR systems, and general office administration. The HR Coordinator assists with foreign worker and LMIA processes, coordination with government authorities, and employee support activities. Acting as a trusted partner to team leaders and employees, this role promotes a people-first culture that reflects our core values and contributes to a safe, engaging, and thriving workplace.

**My goals are to**

• Deliver timely and effective HR support to all employees and leaders across the organization.
• Strengthen HR systems, programs, and processes that enhance engagement, performance, and retention.
• Ensure ongoing compliance with employment standards, company policies, and HR best practices.

**I am responsible for**

• Coordinate & support Health & Safety policies, processes, training, joint H&S meetings, workplace investigations, risks assessments, Worksafe / WCB filing, short term & long term disability processing and reporting
• Performing administrative tasks such as maintaining office supplies, housing supplies, coordinating transportation of workers, flights, workers arrival / departure schedules, meetings, preparing correspondence, and organizing HR files.
• Workplace investigation, and supports in corrective actions and disciplinary action
• Hazard assessments and incident investigation
• COR audit and all other related audit certifications
• Maintaining a WHMIS program, including a current MSDS and staff training
• Preparation of annual training calendars, need analysis, training implementation and administration of the learning management system.
• Coordinating & supporting full-cycle recruitment and onboarding to ensure a seamless and positive new hire experience.
• Providing day-to-day HR assistance and support to employees and leaders on policies, procedures, and best practices.
• Supporting employee relations and engagement initiatives that promote communication and teamwork.
• Coordinating and supporting performance management programs and development planning.
• Attendance tracking, attendance processing, administering employee benefits, maintaining HRIS data accuracy, and supporting payroll with timely and accurate employee information.
• Labor contractors selection & administration
• Assisting and coordinating for foreign worker programs, LMIA processes, including documentation, housing requirements, inspections, coordination with Service Canada, coordination with embassies and ensuring compliance with government requirements.
• Assisting, coordinating and accompanying new TFW for initial bank account set up appointments and initial grocery runs, SIN appointments, health card appointments and related activities. Ensures cleaning and laundry upon move out.
• Supporting communication and coordination with provincial and federal authorities related to HR, immigration, and employment programs.
• Maintaining and preparing personnel files, employment contracts, employment letters and HR documentation in alignment with legal and internal standards.
• Preparing HR reports, metrics, and audit documentation to support decision-making.
• Supporting HR compliance, audits, and adherence to employment legislation and company policies: disciplinary action and terminations.
• Assisting in the planning and execution of company events, celebrations, and communication initiatives that support Van Belle’s culture.
• Completing all payroll, benefits and compliance related flings, periodic & yearend activities, statutory reporting and data updates on internal and external platforms.
• Assisting with other duties as assigned as reasonably requested in line with the duties of an HR Coordinator

**I'll know I'm winning when I:**

• All HR payroll, Worksafe/WCB and compliance filings are on time and complete without error.
• Recruitment and onboarding processes are completed efficiently, with positive feedback from new hires and leaders.
• LMIA submissions and documentation are accurate, timely, and compliant with government requirements.
• Payroll updates and administrative records are accurate and submitted on time.
• HR, payroll, and admin inquiries are addressed promptly with high employee satisfaction.
• HR and admin documentation remain 100% audit-ready and compliant.
• Office and HR administrative systems run smoothly with minimal disruption.

**Tasks**

• Collaborate with the Health & Safety team on new hire safety onboarding and compliance documentation.
• File, organize, and update personnel files, contracts, and HR records both digitally and physically.
• Ensuring compliance of employment, health and safety laws, procedures, policies & filings correctly & on time.
• Coordinate and assist with LMIA and foreign worker program requirements, including documentation, inspections, housing, and government communication.
• Arrange and accompany TFWs to initial appointments (e.g., bank, SIN, medical, health card, groceries) and ensure proper housing setup and maintenance.
• Support company events, celebrations, and internal communications that strengthen engagement and culture.
• Maintain office and housing supplies inventory and coordinate with vendors for replenishment and maintenance.
• Screen resumes, coordinate interviews, prepare offer letters, and complete pre-employment documentation.
• Facilitate onboarding sessions and coordinate orientation schedules for new hires.
• Maintain HRIS data integrity, employee records, and documentation in compliance with company and legal standards.
• Provide general administrative support to the HR team and perform other duties as assigned by the Director of HR.
• Administer employee benefits and respond to related inquiries or changes.
• Prepare, process, and verify payroll updates, timekeeping data, and related information in collaboration with the Director of HR and accounting team.
• Complete payroll and benefits filings, statutory reporting, and year-end activities.
• Support employee relations activities, investigations, and disciplinary documentation.
• Track training attendance, certifications, and Coach & Connect completion rates.
• Prepare HR reports, audit files, and compliance records as needed.
• Coordinate travel, flight schedules, and transportation for incoming and departing workers.
• Schedule and support meetings, prepare correspondence, and assist in preparing HR communications and memos.
• Participate in HR and administrative projects that enhance systems, tools, and processes.

### **Experience & Qualifications:**

• Experience: Minimum of 1–3 years of progressive experience in Human Resources or a related role, preferably in a multi-site or agriculture/manufacturing environment.
• Education: Diploma or degree in Human Resources, Business Administration, or a related field.
• Health, Safety & Statutory Knowledge: In-depth knowledge of Employment Standards, human rights legislation, WorkSafe, WCB and workplace compliance requirements.
• Recruitment Expertise: Demonstrated experience managing full-cycle recruitment, onboarding, and employee integration programs.
• Foreign Worker Program Knowledge: Proven experience supporting or managing LMIA and Temporary Foreign Worker (TFW) programs, including documentation, government correspondence, and compliance processes.
• Strong computer competency including experience with HR Systems, Google Workspace, MS Word, PowerPoint, and Excel
• Immigration Coordination: Strong understanding of federal and provincial immigration processes, including liaison with Service Canada, IRCC, and embassies.
• Payroll & HRIS: Proficiency in maintaining HR data, supporting payroll administration, and using HRIS systems (e.g., UKG or similar platforms).
• Language Skills: Fluency in English and Spanish (spoken and written) is required to effectively communicate with foreign workers and coordinate immigration-related processes.
• Driver’s License: Valid provincial driver’s license with access to a vehicle required (the role requires driving between sites and for support activities).

### **Skills & Competencies:**

• **Communication:** Excellent verbal and written communication skills with the ability to interact professionally at all levels of the organization.
• **Technology Proficiency:** Intermediate to advanced skills in HR Systems, Microsoft Office Suite (Word, Excel), Google Workspace (Google docs, spreadsheet, presentations, forms) and experience using digital collaboration and HR tools.
• **Administrative Competence:** Strong organizational, data entry and administrative skills with attention to detail, documentation accuracy, and task prioritization.

**Interpersonal Skills:** Empathetic and approachable, with the ability to maintain confidentiality and build trust with employees and external partners.

• **Analytical & Problem Solving:** Ability to analyze HR data, identify issues, and implement practical, compliant solutions.
• **Collaboration:** Team-oriented mindset, capable of working cross-functionally with HR, Operations, Payroll, and Health & Safety teams.