Immigration Program Assistant Jobs in Ontario (NOW HIRING)

Vaughan, ON

Founded in 1991, the Mircom Group of Companies is North America’s largest independent designer, manufacturer and distributor of intelligent building and life safety solutions. Reaching customers in over 100 countries worldwide, our portfolio includes: fire detection & alarm, communications & security, mass notification, nurse call, and building automation & smart technologies.

Mircom’s mission is to save lives and protect property by providing a line-up of innovative and advanced solutions which are scalable to satisfy diverse user demands, from small buildings to the largest complexes. Our unwavering commitment to North American manufacturing enables us to offer the highest quality and best competitive value across our vast range of products and solutions.

Summary: 

The HR Administrator plays a key role at the heart of our people operations, supporting employees and leaders across the full employee lifecycle. In this role, you’ll help create a smooth and engaging experience for new hires, coordinate recruitment activities, and handle day‑to‑day HR operations with accuracy and professionalism. You will process employee transactions, maintain confidential records, and support programs such as immigration, disability management, and agency worker administration. As a central point of contact for HR, you’ll manage our HR ticketing system, assist with compliance and audits, prepare HR reports, and contribute to HR system implementations, employee engagement initiatives, and internal communications. This position is ideal for someone detail‑oriented and service‑driven who wants to grow their HR career while ensuring a consistent, positive, and confidential HR experience for all employees.

This is a great opportunity for someone who is detail‑oriented, service‑driven, and eager to step into their HR career—while ensuring our HR policies are applied consistently and our employees receive exceptional, confidential support. The role is an onsite, full-time role based out of head office in Vaughan,ON.

Onboarding & Employee Lifecycle

• Coordinate and facilitate new hire onboarding on a weekly basis.
• Collect and verify required employment documentation (e.g., SIN, immigration/work authorization, identification).
• Set up and maintain personnel files for new hires and existing employees.
• Track completion of required documentation for new hires and update HRIS and related systems accordingly.
• Ensure timely and accurate completion of employee transactions (e.g., hires, terminations, pay changes, leaves/returns) in HRIS and ERP.
• Draft, finalize and administer employee agreements, offer letters, and other employment‑related documentation.
• Provide administrative support for employee immigration matters, including the preparation and processing of required documentation.
• Support disability management programs, including the administration of WSIB claims and coordination of return-to-work plans.

HR Operations & Payroll Support

• Provide day‑to‑day administrative support to the HR team and act as a central point for HR operations.
• Manage the HR ticketing system (e.g., Zendesk), assigning tickets to the appropriate team members and responding to general employee inquiries in a timely manner.
• Maintain accurate and confidential employee records (digital and physical) in HRIS (e.g., Dayforce), ERP (e.g., D365), Concur (expense management), and other HR tools.
• Update and maintain organizational charts and employee lists.
• Complete and maintain HR transaction logs (e.g., PAF) to ensure all employee changes are accurately recorded.
• Support ISO and other HR/compliance requirements by tracking required documents, renewals, audit materials, and ensuring HR processes follow internal policies and regulations.
• Assist with audit preparation and HR‑related documentation (e.g., ISO, regulatory requests).
• Organize and distribute departmental mail.
• Coordinate and process timesheets for agency/temporary workers, ensuring accuracy, approvals, and timely submission to the appropriate contacts.
• Reconcile agency invoices for payment as required.
• Assist with the completion of government and regulatory forms (e.g., T2200, requests from Service Canada, or equivalent).
• Send reminders related to employee savings/benefit programs (e.g., RRSP enrollment deadlines and eligibility), where applicable.
• Prepare and maintain HR reports
• Support Dayforce implementation activities, including testing, process documentation, employee inquiries and assisting with change adoption across the organization.

Employee Engagement & Communications

• Support employee engagement and recognition initiatives (e.g., awards, appreciation activities, and internal campaigns).
• Assist with planning and coordinating company events and activities, including:
• Holiday announcements and celebrations.
• Employee activities and engagement initiatives.
• Internal event planning and logistics.
• Prepare and post employee announcements and corporate communications through available platforms (e.g., email, intranet, HRIS).
• Help maintain a simple HR communications calendar to ensure consistent and organized messaging.
• Draft and distribute HR‑related communications (e.g., policy updates, reminders, event communications, posters).
• Translate or coordinate the translation of HR documents and communications as needed.
• Help prepare and distribute employee surveys and assist with compiling feedback and results.

Employee Relations Support

• Act as the first point of contact for day‑to‑day HR inquiries, escalating complex or sensitive matters to the appropriate HR team member or leader.
• Provide employees with general guidance on HR policies, procedures, and available resources.
• Support the consistent application of HR policies by directing employees to the correct documentation, forms, and tools.
• Coordinate exit interviews, including scheduling, documentation, and basic data tracking.
• Handle all employee information and workplace matters with a high level of confidentiality, empathy, and professionalism.
• Monitor and maintain records of Work Permit and SIN expiry dates, ensuring timely follow‑up.
• Track employee contract end dates.
• Assist with the coordination and administration of employee programs, HR initiatives, and engagement activities that support a positive workplace culture.

Recruitment Support

• Support the full-cycle recruitment process, from job posting to candidate onboarding.
• Post job advertisements and manage the careers mailbox, ensuring timely responses to candidate inquiries.
• Coordinate interviews, communicate with candidates, and manage interview schedules.
• Conduct candidate pre-screening, background checks, and reference checks.
• Maintain accurate candidate records and assist with applicant tracking and recruitment reporting.
• Administer the employee referral program, including tracking referrals, participation, and incentive payouts.

• College diploma or university degree in Human Resources Management, Business Administration, or a related field.
• 1–3 years of experience in an HR support, HR coordinator, or administrative role.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• High attention to detail and strong organizational and time‑management skills.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Self‑motivated professional with a strong desire for continuous learning and growth.
• Comfortable working in a dynamic, fast-paced environment. 

Assets

• Working towards or holding a CHRP (or equivalent) is an asset.
• Previous experience working with HRIS and ERP systems (e.g., Dayforce, D365, Concur) and ticketing systems (e.g., Zendesk).
• Experience supporting payroll, benefits, or timekeeping processes.
• Experience with ISO or other audit/compliance environments.
• Bilingual or multilingual abilities, particularly where translation of HR materials is required.
• Team player who can step in and back up HR Generalists and other HR team members when required.
• Ability to work in a dynamic, fast-paced environment, with the ability to adapt to changing priorities and business needs.

• A great working environment  
• Competitive salary 
• Group insurance benefits 
• Company RRSP program 

We would like to thank all applicants for their interest in this position however only those selected for interviews will be contacted. 

Mircom Group of Companies is an equal opportunity employer that considers all applicants regardless of cultural background, religion, marital status, sexual orientation, family status, disability or any other grounds as outlined in the Ontario Human Rights Code.  In compliance with the Accessibility for Ontarians with Disabilities Act, Mircom is committed to providing a welcoming and inclusive work environment for all individuals with disabilities in a respectful and dignified manner. Accommodations will be made available, upon request, to applicants who have specialized needs throughout the recruitment process.  

At Mircom Group of Companies, we take a thoughtful and balanced approach to compensation. Salary ranges reflect the starting point for each role, while final offers are determined through a holistic assessment of the candidate’s skills, experience, qualifications, potential contributions, internal equity, and prevailing market conditions following the selection process. In addition to competitive pay, Mircom offers a comprehensive total rewards package that includes robust benefits coverage and RRSP.

Disclaimer: Mircom does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us. Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other job postings. Any resume or other information received from a supplier not approved in advance by Mircom to provide resumes to this posting or website will be considered unsolicited