HR Systems Specialist

Job Description

<p>NWI Precision specializes in high-precision machining of helicopter masts, turbine shafts, engine thrust links, and nuclear pressure vessel components for the aerospace and nuclear industries worldwide. Operating from a 120,000 sq. ft. facility at 9 Fenmar Drive in Toronto, our dedicated team is committed to delivering the highest quality products to specifications and on time. We are looking for an <b>HR Systems Specialist</b> to join our team and play a key role in supporting and enhancing our HR systems.</p><p>The HR Systems Specialist reports directly into the Director, Human Resources. This role is pivotal in supporting the foundational pillars of HR operations, with a specialized focus on compliance, audit readiness, HR systems management and process coordination. The incumbent will ensure that all HR practices records and systems adhere to provincial/federal laws and stringent industry-specific regulators (CGP, ITAR) while providing essential support across recruitment, onboarding, employee relations and HR projects. </p><p><br></p><p><b>TECHNICAL DUTIES AND RESPONSIBILITIES: </b></p><p><br></p><p><b>Compliance & Audit Management:</b></p><ul><li>Serve as the primary coordinator for all HR-related audits (internal, external, regulatory, and client driven). Prepare audit materials, manage responses and track findings to closure. </li><li>Develop, maintain, and audit centralized systems for critical employee records to ensure ongoing compliance, with primary emphasis on training/certification records, mandatory policy acknowledgements and security clearances (CGP, ITAR).</li><li>Proactively monitor regulatory changes and update HR checklists, procedures, and documentation to ensure continuous compliance with employment standards, human rights, privacy and industry regulations. </li><li>Conduct regular audits of HR files, both digital and physical to ensure completeness, accuracy and compliance with retention policies. </li></ul><p><b>HR Systems & Process Coordination:</b></p><ul><li>Act as a key liaison and super-user for HRIS. Assist in implementing, configuring and optimizing HR systems to ensure they are built and utilized to support compliance requirements (e.g. automated renewal notifications, report generation for audits).</li><li>Coordinate and track the completion of mandatory employee training programs, running regular reports and partnering with managers to ensure 100% compliance. </li><li>Assist with managing and administer all leave of absence cases (medical, WSIB, etc ) ensuring accurate documentation and system tracking. </li><li>Assist the Director of HR with performance review and merit cycle processes, ensuring system readiness and timeline adherence, following up with leadership when needed to meet deadlines.</li><li>Focuses on the technology and data within Human Resources, managing HR software, analyzing workforce data, and streamlining HR processes through digital tools for recruitment, payroll, benefits, and performance, essentially bridging HR expertise with IT solutions to boost efficiency and strategic decision-making. </li><li>Ensure HR systems work, help with data integrity, and use analytics to support business goals. </li><li>Identifying ways to automate and streamline HR tasks using technology.</li></ul><p><b>HR Generalist Support:</b></p><ul><li>Act as a point of contact for routine employee inquiries, guiding them to appropriate resources and escalating complex employee relations matters as needed. </li><li>Assist with full-cycle recruitment, onboarding, and offboarding processes, ensuring each step is documented and compliant.</li><li>Assist with updating HR policies and procedures, focusing on clarity, accessibility and compliance alignment. </li><li>Coordinate employee events and training sessions in collaboration with other departments. </li><li>Assist with investigations and conflict resolution by ensuring proper documentation and process adherence. </li></ul><p><b>Reporting & Analysis:</b></p><ul><li>Prepare and analyze key HR metrics related to compliance (e.g. training completion rates, audit outcomes), headcount and turnover. </li><li>Generate regular and ad-hoc reports from HR systems to support audit requests, management reviews and strategic decision-making. </li><li>Complete additional projects and responsibilities as required.</li></ul><p><br></p><p><b>HEALTH AND SAFETY RESPONSIBILITIES:</b></p><p>Support operational managers in maintaining compliance with the provisions of the <b>Occupational Health and Safety Act (OHSA</b>), regulations, and internal health and safety policies and procedures. </p><p>Help create a healthy work environment by bringing the parties together and facilitating meaningful dialogue, acting as a mediator between management and workers where necessary, communicating to employees the organization's commitment to occupational health and safety, and training managers and employees on safe work practices. </p><p><br></p><p><b>Key Performance Deliverables:</b></p><ul><li>Achieve 100% readiness for announced and unannounced HR compliance audits. </li><li>Maintain accuracy and timeliness for mandatory training and certification records. </li><li>Ensure HRIS and other systems are effectively configured to support and prove compliance. </li><li>Ensure 100% compliance with Controlled Goods (CGP) and ITAR personnel requirements.</li><li>Reduction in compliance-related findings through proactive process improvements. </li><li>Positive feedback from auditors and management on the organization and accessibility of HR records. </li><li>Lead to 100% automated processes in HR related function minimizing data entry and paper retrieval records</li></ul><p><br></p><p><b>QUALIFICATIONS:</b></p><p><br></p><p><b>EDUCATION:</b> </p><ul><li>Bachelor's degree in Human Resources, Business Administration, or related field</li><li>HR certification (e.g. CHRP) or progress towards certification is a strong asset.</li></ul><p><b>EXPERIENCE/KNOWLEDGE:</b> </p><ul><li>3+ years of experience in an HR Information technology System, specialist role, with a demonstrated focus on automation, compliance, records management or audit preparation</li><li>Expert in Business Analytics</li><li>Proven experience on implementation of HR Systems in small medium size company</li><li>Experience in a manufacturing. Defense or other highly regulated environment is highly preferred.</li><li>Knowledge of Canadian employment legislation (federal and provincial). </li><li>Practical experience with HRIS implementation, administration and reporting. </li><li>Familiarity with CGP and ITAR compliance is an asset.</li><li>Strong communication skills and ability to manage multiple priorities in a dynamic environment.</li></ul><p><b>SKILLS & ABILITIES:</b></p><ul><li>Exceptional organizational skills and meticulous attention to detail.</li><li>High degree of proficiency with HRIS, MS Office (especially Excel), and document management systems. </li><li>Strong analytical and problem-solving skills with a process-improvement mindset.</li><li>Ability to handle confidential information with utmost discretion and integrity.</li><li>Excellent verbal and written communication skills, with the ability to explain compliance requirements clearly.</li><li>Proactive, self-directed and able to manage multiple priorities in a dynamic environment.</li><li>Strong interpersonal skills with a collaborative, solution-oriented approach. </li><li>Confidentiality and objectivity, with a positive 'can-do' attitude.</li><li>Focused on a positive employee experience with finding solutions.</li></ul><p> </p><p>NWI Precision will make reasonable accommodations of an otherwise qualified employee or applicant for employment, unless undue hardship to NWI Precision would result. Any applicant or employee who requires accommodation in order to perform the essential functions of a job should provide details to Human Resources.</p><p>NWI Precision is strongly committed to the recruitment, selection, development, and promotion of employees based on individual merit. Our policy is to provide equal employment opportunity to all people without regard to race, color, religion, sex, national original, age, or disability. We continually seek to build and maintain a workforce that reflects the customers and organizations we serve.</p><p>Any employment agency, person or entity that submits a résumé in response to this posting or to a hiring manager does so with the understanding that the applicant's résumé will become the property of NWI Precision. NWI Precision will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.</p>