HR Administration Specialist

About the role

We are seeking a highly organized and proactive HR Administrator to support the day-to-day operations of the HR department. The role is responsible for managing employee documentation, coordinating work permits, maintaining HR systems, and contributing to employee engagement initiatives. This position plays a critical role in ensuring smooth HR processes while fostering a positive and engaging workplace culture.

Responsibilities

• HR Administration & Operations
• Prepare, collect, and verify onboarding documentation for new hires
• Maintain and regularly update HR Information System (HRIS), ensuring all employee records are accurate, complete, and compliant with data protection regulations
• Assist in drafting HR letters and documents (employment confirmations, contract amendments, etc.)
• Ensure proper filing (digital and physical) of employee documents in accordance with company policies
• Coordinate training logistics (scheduling sessions, sending invites, tracking attendance)
• Ensure all non-regulatory training documentation is properly recorded and stored
• Work Permits & Compliance
• Coordinate and manage work permit applications, renewals, and cancellations in line with local regulations
• Liaise with government authorities regarding immigration and employment compliance
• Track expiry dates and ensure timely renewals of permits and related documentation
• Ensure compliance with labour laws and internal HR policies
• Employee Experience & Engagement
• Plan, organize, and execute employee engagement initiatives such as:
• Team-building activities
• Social events
• Wellness and culture-focused initiatives
• Support internal communication related to events and HR initiatives
• Contribute ideas to improve employee satisfaction, culture, and engagement
• Qualifications & Requirements
• 1+ years of experience in HR administration or similar role
• Strong organizational skills and attention to detail
• Knowledge of HR processes and employment regulations will be considered an asset.
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office applications
• Ability to handle confidential information with discretion
• Key Competencies
• Attention to detail and accuracy
• Time management and ability to multitask
• Problem-solving and proactive thinking
• Strong interpersonal and teamwork skills
• Customer-service mindset with employees
• Equal Employment Opportunity
• Reasonable Accommodations
• Recruitment Fraud Notice

Benefits

Additional Information

This is where your work makes a difference. At Baxter, we believe every person-regardless of who they are or where they are from-deserves a chance to live a healthy life. It was our founding belief in 1931 and continues to be our guiding principle. We are redefining healthcare delivery to make a greater impact today, tomorrow, and beyond. Our Baxter colleagues are united by our Mission to Save and Sustain Lives. Together, our community is driven by a culture of courage, trust, and collaboration. Every individual is empowered to take ownership and make a meaningful impact. We strive for efficient and effective operations, and we hold each other accountable for delivering exceptional results. Here, you will find more than just a job-you will find purpose and pride.

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