Operations Administrator

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 responsibilities. In 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.

• 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.

• 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.

• 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.

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

• 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.

• 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.

• 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.

• 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.

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

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

• 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.

• 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.

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