Position Summary
The HRS Administrator is an HR-focused role responsible for supporting core HR operations, including employee programs, agency coordination, and administrative processes. A key area of responsibility is the administration of the company’s vehicle lease and employee purchase programs, ensuring a high level of service and compliance for employees.
This role also performs finance-related administrative tasks (e.g., invoice processing, reporting, payroll coordination) to support HR programs and operational needs. The position works closely with HR, Finance, and external vendors to ensure accurate processing, strong record management, and smooth day-to-day operations.
The incumbent plays an important role in delivering efficient HR services, maintaining data integrity, and supporting overall employee experience, reporting directly to the HR Supervisor.
Key Responsibilities
HR Program Administration (Primary Focus)
• Administer HR-related employee programs, including vehicle lease and employee purchase programs
• Ensure compliance with internal policies and external requirements (Hyundai Auto Canada Corp., payroll, etc.)
• Act as a point of contact for employee inquiries related to assigned programs
• Maintain accurate employee-related documentation and records
• Support HR operational processes and employee lifecycle activities as needed
Vehicle Lease Program Administration
• Manage end-to-end vehicle lease process including order placement, documentation, and approvals
• Coordinate first-time lease applications and submission of required documents
• Arrange vehicle pickup appointments with Hyundai affiliates
• Prepare lease agreements and obtain employee and HR Manager signatures
• Submit signed agreements for payroll deductions and maintain records in shared drives
• Maintain lease vehicle tracker (VIN, model, plate, rates, dates, etc.)
• Update vehicle price lists and communicate VIN allocation details to employees
• Assist employees with Bluelink activation
Incident Management & Compliance
• Coordinate accident reporting and submit documentation for insurance approval
• Arrange repair estimates and appointments
• Process reimbursements for repairs, rentals, and towing with required approvals
• Ensure timely resolution of ticket fines
• Track and submit driver’s license updates
• Collect taxable benefit information
Employee Purchase Program
• Process employee purchase requests and distribute invoices
• Obtain employee authorization for payroll deductions
• Submit payroll deduction reports (bi-weekly and monthly)
Agency & Workforce Coordination
• Support contingent workforce processes including PR blanket submissions
• Coordinate weekly timesheet submissions to agencies
• Maintain agency workforce trackers and records
• Liaise with agency partners on administrative matters
HR Operations Support (Finance-Related Tasks)
• Process HR-related invoices (e.g., benefits vendors, agencies, employee services)
• Create and submit PR/GR requests in SAP/One Mobis
• Support payroll coordination through reporting (e.g., deductions, reimbursements)
• Prepare monthly reconciliation reports to ensure accuracy of HR-related expenses
• Coordinate with Finance to resolve discrepancies and ensure proper cost allocation
Procurement & Office Support
• Coordinate ordering of office equipment, supplies, and employee-related items
• Support administration of mobile devices and gas cards
• Arrange employee-related items such as recognition or sympathy gifts
Systems, Tracking & Reporting
• Maintain accurate HR trackers and administrative records
• Utilize systems and vendor portals for HR program administration
• Ensure data accuracy and proper documentation retention
• Support reporting needs for HR and leadership
Ad Hoc Projects & Administrative Support
• Support HR projects, asset tracking, and operational initiatives
• Assist with company events and employee engagement activities
• Provide backup administrative support (e.g., travel coordination, expense processing)
• Support operational reviews (e.g., Gemba observations)
Other Duties
• Perform other duties as assigned in support of HR operations
Qualifications
Education & Experience
• 2–4 years of experience in HR administration or coordination roles
• Experience supporting HR programs and employee-facing services
• Exposure to payroll coordination, invoicing, or SAP systems is an asset
• Strong organizational and multitasking skills
• Proficiency in Microsoft Office (Excel, Outlook, PowerPoint)
• Post-secondary education in Human Resources, Business Administration, or related field preferred
Competencies & Attributes
• HR service-oriented mindset
• Strong attention to detail and accuracy
• Excellent organizational and coordination skills
• Ability to manage multiple priorities and deadlines
• Strong communication and stakeholder management
• Process-oriented with a focus on compliance
• Problem-solving and adaptability in a fast-paced environment
Working Conditions
• Primarily office-based role within HR
• Regular interaction with employees, vendors, and internal departments
• Fast-paced environment supporting multiple HR programs and priorities