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Bilingual Human Resources Coordinator


Are you looking for an opportunity to shape a better world?

At Arup, our innovative spirit compels us to express our ingenuity in unique ways — engineering, planning, designing, and consulting on many of the most renowned projects in the built environment. We aim to deliver technical excellence, innovation, and value to clients, while maintaining our core mission of shaping a better world. The firm opened its first office over 70 years ago and now employs more than 14,000 specialists, working across 90+ disciplines in more than 33 countries. Since its founding in 1946, members of Arup have developed transformative ways of working. Adapting to the ever-changing environment, our work is focused on ambitiously reimagining a sustainable and resilient future for cities. Arup is rising to these new challenges: by bringing together broad-minded individuals from a wide range of disciplines, investing in research, innovating and creating better solutions for clients and the wider world.

As an HR Coordinator you will provide HR support in a wide array of HR functions. You will build effective relationships and be expected to provide excellent service by ensuring a positive employee experience. This role will be based in our new Downtown Toronto office located at 121 Bloor Street East. This position reports to the HR Business Partner.

Key Responsibilities

•Process all new starter paperwork and manage over all new starter process
•Responsible for entering new staff data into HRIS, auditing, and maintaining system data for existing staff changes
•Process forms related to employee changes, exits, etc.
•Maintain and audit electronic files on a continuous basis for all staff in accordance with electronic filing guidelines
•Generate correspondences as needed such as letters for confirmation of employment, leave of absences, and other staff changes
•Assist with domestic relocation letters and help in the coordination of employee transfers
•Process payroll changes as required i.e. leaves, salary changes, etc.
•Administer reimbursements & record keeping of professional licenses and memberships

Orientation & Onboarding:
•Engage with new starters post recruitment and international mobility handoff, and administer relevant paperwork and administration
•Work with key stakeholders including IT, Finance, Payroll, Facilities to plan for new starters
•Schedule and lead bi-weekly new starter orientation sessions
•Collect new starter bios for weekly news letter
•Manage all new starter paperwork and navigate employee with important information

General HR Duties:
•First point of contact for general employee queries about internal policies and procedures
•Track new starters, leaves, staff changes, and exits
•Provide headcount reporting to respective business leads
•Assist with the exit interview process, including sending exit surveys, following up with exiting employees to ensure completion and pulling reports
•Provide support to the Learning and Development (L&D) Team, including administering the tuition assistance program and classroom preparation for facilitated internal/external training and learning events
•Partner with Talent Resourcing Team to support graduate and intern programs
•Organize employee events including coordinating with facilities and catering orders
•Contribute on regional HR projects as needed

•Handle tier I benefits related inquiries
•Distributes staff benefit cards (both interim coverage from Cowan and Manulife)
•Create employment verification for international staff for provincial health coverage applications in accordance with application timelines of each province
•Work closely with Total Rewards in managing overall benefits administration


•Post-secondary education in Human Resources, Business, Psychology, or related field required
•Minimum of 1 year Human Resources experience
•Bilingual (English and French)
•Awareness and demonstrated interest to expand understanding of federal and provincial employment legislation across jurisdictions (including Ontario and Quebec) preferred
•Proficient in Microsoft Word, Outlook, Adobe Acrobat, Excel, and PowerPoint
•Knowledgeable of and have working experience with HRIS. Experience with TALEO, ORACLE and Dayforce HR information systems are highly preferred.
•Able to work independently, prioritize and manage conflicting demands
•High flexibility with strong interpersonal skills that allow one to work effectively in a fast paced and diverse environment and in ambiguous situations
•Must be proactive, and accountable for accuracy and timeliness of work
•Exceptional verbal and written communication skills required
•Ability to demonstrate integrity, confidentiality and discretion always
•Organized and detail oriented
•Knowledge of immigration laws and processes a plus

Share your passion and experience in a global culture that believes your potential to achieve is endless.

Arup offers an outstanding benefits package including healthcare, GRRSP match, time off and profit share.

Arup is an equal opportunity employer committed to a diverse and inclusive work environment where our people are encouraged to thrive.

Job Number: TOR0000I0
Category: Human Resources
Location: Toronto, Ontario
Date Posted: None