hr shared services specialist, Toronto

randstad canada
job type
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job details

toronto, ontario
human resources
job type
reference number
randstad canada
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job description

Our client, a global leader in AI technology, engineering and security, is hiring an HR Specialist for their Canadian office. The HR Shared Services Specialist role provides first level support to employees, HR, managers and vendors with Human Resources needs, including but not limited to benefits, payroll, immigration, company policy and procedures, HR systems and employee onboarding. This role is based in Toronto but supporting USA employees.

Duties and Responsibilities:

Maintains HRIS data records and workflow pertaining to employee and ensures entries are timely, accurate and consistent in relation to organizational adjustments, comp increases, one time payments, cost centre transfers, promotions, password reset, reduced work week etc. and initiates PIN notifications and employee relation documentation accordingly
Audits HRIS data to ensure data integrity and takes necessary action in system, such as: outstanding business process tasks, work email addresses, emergency contact data, BU/BL, exit reasons, and new hire entries and takes appropriate actions in HRIS to ensure data integrity
Audits contract end dates and follows up with managers to confirm next steps and triggers required paperwork and ensures HRIS activities are completed accordingly
Ensures integrity and quality of the data in the HRIS databases as well as in the Case Management System.
Manages, tracks and monitors onboarding process (communications, notifications, employment agreement, I9’s, background checks, one time payments etc., escalates accordingly to hiring manager and recruiting team, tracks completion and follows up to ensure successful onboarding process)
Ensures new hires have taken appropriate actions in HRIS to complete their onboarding activities
Tracks and monitors probation completion
Accountable for maintaining data records pertaining to employee record tracking in paper or electronic filing.
Processes invoices
Generates standard HRIS reports as requested and assists in building analytics
Coordinates recognition award delivery
Prepares various employee letters in a timely manner outside of HRIS workflow (LOE, Business Visitor letters etc.)
Responds to all employee queries related to HRIS, payroll, HR policy and process via the 1st
Prepares termination calculation and release related letters and materials to ensure compliance and proper approvals have been followed.
Coordinates and triggers voluntary post termination activities such as, exit interviews and surveys, post termination letters and departure checklists
Contributes and supports the development of 1st Point HR knowledge material, including information articles, process guides, reference tools and service process workflow diagrams.
Maintains knowledge of company and departmental policies and procedures.
Track and follow up on employee related matters
Issues Immigration letters and packages in consultation with immigration lawyer
Co-ordinates Immigration and relocation process and interacts with Immigration consultants and Vendors on establishment of correct documentation, procedures and requirements for external hires.
Supports Thales’ HR department with special projects, administrative support, mass communications, and other duties as needed and assigned.

Located in North York
Work for a global trailblazer in emerging technologies

Strong customer service skills and the ability to work well and collaborate in team environment.
Demonstrates strong organizational and interpersonal communication skills.
Ability to handle complex and demanding situations tactfully when dealing with customers and assist other team members with problem resolutions.
Highly organized with ability to prioritize duties during periods of high volume and meet deadlines in a fast paced environment.
Confidentiality of sensitive information
Accurate data entry skills with attention to detail
Adaptable to changing business practices
Understanding of a Shared Service function and Customer Service principles
Proficient computer skills
Exceptional problem-solving and time management skills.
Bachelor’s Degree in Human Resources or related field preferred or equivalent work experience
HR Certificate completed or in progress


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Randstad Professionals Canada
Randstad Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.

Randstad Canada is also committed to developing an inclusive, barrier-free selection processes and work environments.If contacted in relation to a job opportunity, you should advise your Randstad Representative or your local Randstad branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner.Information received relating to accommodation measures will be addressed confidentially.

For all feedback on equity and accommodation needs, please contact your local Randstad Canada Branch.