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Organization Overview Aecon Group Inc. is Canada’s largest, publicly traded construction and infrastructure development company. Aecon and its subsidiaries provide services to private and public sector clients throughout Canada and on a selected basis internationally. Aecon is pleased to be recognized as one of the Best Employers in Canada.
Divisional Overview Aecon Industrial provides high-performance construction services to a broad array of industrial clients across the country, and offers single-source solutions for multi-trade industrial construction and fabrication projects.
Business Unit Overview
Aecon Industrial is a market leader in engineering, procurement, construction and maintenance for the heavy industrial sector, including nuclear and non-nuclear power, oil & gas, petrochemical, steel and automotive. Aecon Industrial has a strong focus on power generation, nuclear, hydroelectric, fossil, biomass, and natural gas industries. Maintenance and capital improvement projects are also key component of our field construction services.
Division Energy
Business Unit Construction
City Cambridge
Province/State Ontario [ON]
Title Administrative Assistant - Human Resources Department
Position Overview
Reporting to the Manager, Human Resources you will perform a variety of administrative duties in support of the company’s human resources functions. Preparation and handling of confidential correspondence will be key.
Key Responsibilities Performance Management
  • Responsible to track all incoming annual and semi-annual performance reviews
  • Ensure that Tuition & Request for training forms are completed, organized, and tracked
  • Update the training database to ensure all training is tracked including the costs
  • Coordinate & organize training sessions (booking of rooms, equipment required, materials printed etc.) in all disciplines of training when needed.
  • Ensure all scheduled courses are up to date on Aecon University.
  • Receive and track all unsolicited resumes received internally and externally (i.e. candidate name, recruitment source, date, forwarded to hiring manager, etc.)
  • Manage and have an organized system for all resumes
Open Positions
  • Post all available positions internally and/or externally depending on the recruitment strategy (ie. Workopolis, newspaper ad, colleges, Aecon website, LinkedIn & internal postings etc.)
  • Take down all filled positions and ensure the Aecon website is up-to-date with only current positions
  • Check Hire Desk and any external websites we have posted within i.e. Workopolis, LinkedIn for resumes on all active positions  
  • Arrange and coordinate interview schedules
  • Perform reference checks for potential candidates
  • Prepare all offer letters together with the Human Resources Manager
  • Keep a log of recruitment agencies that we engage with, contracts and contact names up to date
  • Other duties as assigned
Co-op Recruitment & Campus Recruitment
  • Participate as needed
Employee Orientation & Onboarding
  • Schedule and coordinate Orientations with hiring manger, new employee and other managers for all salary and hourly non-union employees
  • Prepare all Employee Orientation Packages
  • Modify, Update and keep the orientation up date with any company changes
  • Ensure that Employee Set up has been completed by the hiring manager and that everything is in order for the employee’s first day
  • Responsible for the administration of GWL benefits for all employees within the GWL website
  • Responsible for the auditing of all benefits within the Ultipro system for salary employees to ensure that they have been set up correctly by Pension & Benefits
  • Responsible for handing out of new drug cards
  • Liaison between outside Benefits Contacts and Aecon Industrial
  • Responsible for the monthly billings for the hourly non-union employees
  • In charge of investigating and answering employee questions associated with benefits
  • In charge of investigating and answering employee questions associated with their pay acting as a liaison between the employee and payroll department
  • Update the employee benefits tracking spreadsheet and audit against payroll records 
Hourly Non-Union Employees
  • Ensure that all Employee Change paperwork is complete for hourly non-union employees (Personal Data Changes, Status Changes, Pay Rate Changes, Terminations)
  • Responsible for submitting hourly non-union change forms on a weekly basis to hourly payroll
  • Keep ECMS up to date for the user defined fields & Ultipro
  • Run the Business Intelligence reports as needed for hourly non-union
Salary Employees
  • Ensure that all Employee Change paperwork is complete for salary employees (Personal data changes, Status Changes, Pay rate Changes, Terminations)
  • Responsible for submitting salary change forms to salary payroll on a bi-weekly basis
HRMS System
  • Track all changes to the manual and update the HRMS manual quarterly
  • Participate in any testing with system updates with the corporate HRIS administrator
Vacation Tracking
  • Maintain the overall vacation tracking for all of central
  • Track Central SMT and HR vacation records
  • Feed any new hire vacation entitlements to the appropriate vacation trackers
  • Code all HR department invoices
  • Liaise with A/P on any questions related to HR invoices
  • Liaise with outside vendors on inquiries on invoices
  • Generate new and ad hoc HRIS reports as needed by the HR department 
In charge of monthly reports:
  • Employee Count, Contract Employees, and Turnover Report
  • Employee Contact expiring Report
  • Helpstar Exit/Set-up tracking and inactive user report
  • Audit and verify the distribution lists for Central and OSS


In charge of quarterly reports:

  • Recruitment Breakdown, open positions, etc.
  • Workforce Planning Spreadsheet
  • Performance Management Annual and Semi Annual reviews complete
  • Responsible for participating in the Compensation Statements production, review and delivery
  • Maintain employee resumes for bids in a standard format
  • Responsible to take meeting minutes for HR meetings and deliver to the group in a timely manner
  • Maintain the org chart for the HR team
  • Maintain the org charts for the intranet
  • Maintains HR forms to ensure availability for employee use.
  • Maintains HR Templates for HRs use
  • Maintaining and updating highly confidential information on a daily basis. Shreds confidential documents to ensure confidentiality.
  • Files administrative documents in employee files.
  • Participates in special projects and performs additional duties as required.
  • Fosters Aecon’s Core Values the department and throughout the company.
  • In charge of returning unsolicited calls to the HR department
  • Performs a variety of clerical and administrative duties in support of Human Resources
  • Other duties as assigned
Required Knowledge & Skills
  • Post secondary school education in Business Administration
  • 2-5 years experience in supporting a department in an administrative role
  • Excellent knowledge of Microsoft Office Products (Word, Excel, PowerPoint, Outlook)
  • AS400 and/or HRIS experience is an asset
  • Accurate and detail oriented
  • Excellent organizational & interpersonal skills
  • Ability to multi-task and prioritize workload, handling various job responsibilities at once
  • Ability to work independently as well as a member of a team
Employment Status Contract
Date Req Created 4/4/2013
Contract Start Date 4/22/2013
Contract End Date 12/27/2013
Competition Closing Date 4/19/2013
Compensation & Benefits Overview Aecon offers the opportunity to work on challenging, high profile projects and provides competitive compensation and benefits.
Equity Statement Aecon is an equal opportunity employer.
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