Operations Administrator

Position summary

Our General Managers are responsible for running the day-to-day operations and people management functions of the business. The Operations Administrator is the support for our management team in the execution of these this role you are responsible for assisting with recruitment and onboarding of new employees tracking and reporting of various operational data keeping our master policy documents and people records accurate and acting as the first stop for questions about our established processes. This role manages the details behind the scenes to allow managers to focus on managing their teams.

Key responsibilities

Recruitment and offers (about 35 vacancies at a time)

• Post jobs phone screen candidates forward resumes and book interviews for hiring managers.
• Complete reference checks.
• Use the compensation model with GMs to prepare offer recommendations for Director of Operations approval.
• Draft and present offers and collect conditions of employment with a copy to Payroll.
• Lead job fairs and school and recruitment partnerships in collaboration with the Marketing Coordinator.
• Provide job postings for the website and work with Marketing on professional recruitment materials.

Onboarding and orientation

• Deliver first-day orientation for frontline staff on general policies time banks and schedules.
• Explain the performance management process at new employee orientation.
• Educate new employees on time payroll and benefits processes and systems.
• Set new employees up on inTouch and timeclocks.

Training coordination

• Book required employment training and confirm completion including first aid and CPR safe food handler safe serve.
• Ensure policy review and acknowledgements are completed as required.
• Set up core training in our learning management system.
• Identify and report non-compliance for operational training requirements.

Annual performance review cycle

• Administer the annual review cycle and prompt managers to complete reviews following established protocols.
• Report completion status to leadership.

Policies and document library

• Prepare and format operations and employee policies and standards under direction of the Director of Operations and the Director of Organizational Development.
• Manage the master document library and maintain master templates documents and notices.
• Draft memos and communications about legislative changes.

Immigration support

• Maintain a master list of work permit holders and expiry dates for management.
• Complete letters and forms for permanent residence applications at direction of the GM and Director of Operations.
• Understand the pathway that applies to each employee and answer employee and manager questions about our established processes.

Disability Claims accommodation and leave requests

• Prepare and submit insurance claim forms for GMs and employees.
• Answer policy-specific questions on accommodation WCB and leave.
• Document the accommodation WCB and leave processes in place between the manager and employees for with direction from the Director of Operations and Director of Organizational Development.
• Update functional job descriptions and process documentation as needed.

Tracking and reporting

• Track employee and company information in a dashboard including asset assignments work permit expiries performance review dates and policy acknowledgements.
• Report issues trends and non-compliance and recommend corrective actions.
• Track and report operational KPIs.

Systems support

• Act as first point of contact for operations systems (timeclocks Square inTouch): log service tickets set up users and build reports.

Employer of Choice and community

• Collaborate with Marketing on staff-focused campaigns and help plan internal events and celebrations.
• Take part in community events as available.

Qualifications

• Diploma in office administration human resources business or a related field or equivalent experience.
• 2 years of administrative or HR support experience; multi-site operations is an asset.
• Strong technology skills in Microsoft Office Workflows and AI tools.
• Familiarity with Nova Scotia employment standards WCB accommodation and immigration processes is an asset.

Skills and attributes

• Highly organized accurate and deadline-driven.
• Handles confidential information with discretion.
• Clear writer who can turn rough direction into polished documents.
• Friendly patient trainer for new frontline staff.
• Calm neutral listener who knows when to escalate issues to the appropriate decision makers.
• Spots process gaps and suggests practical fixes.

Working conditions

• Office-based with travel between 4 locations in the Halifax Regional Municipality for employee orientations and GM support; a valid drivers license and reliable transportation is required.