HR/Office Management Assistant

HR/Office Management Assistant

Reporting line: Group HR Manager

Main Tasks:

1. Assist with monitoring of building contractors on maintenance and repairs and assume responsibility on general Office Services and maintenance related to company contracts
2. Assist with all local and international insurances renewal process and follow-up
3. Maintain employee personnel file (and database)
4. Assist in preparing presentations, company guidelines
5. Assist with payroll where required, including holiday and absence management tool
6. Benefits administration, including the company private health scheme. Liaison with provider on claims, invoices, customer services issues.
7. Participate in the Intranet Office and HR section updates
8. Ensure proper reporting regarding attendance statistics, termination, new hire (employees’ movements) and tracking key indicators, and liaison with other offices
9. Ensure HR procedures are followed
10. Manage working permit process, incl. renewal, change, departure
11. Complete Induction process: new user account, induction presentation to new staff, AVS, child benefits, etc.
12. Support recruitment process
13. Provide relocation assistance services when appropriate: move, home search program, short term accommodation

Skills required:

Organizational and administrative skills:

1. Strong organization abilities to manage multiple tasks and priorities, timely follow-through on tasks
2. Attention to details

HR/Technical knowledge and skills:

1. Familiarity with HR procedures, payroll and employee benefits administration
2. Strong computer skills, including proficiency in Microsoft Office and HR systems or databases.
3. Excellent written and verbal communication skills in both English and French

Additional competencies:

1. Strong interpersonal skills
2. Problem-solving skills, ability to address issues quickly and pragmatism in finding workable solutions for day-to-day challenges
3. Confidentiality: ensure discretion when dealing with sensitive HR matters