Senior Human Resources Coordinator

Senior Human Resources and People & Culture Coordinator Full-time, Hybrid (typically 3 days in studio - training and probation may require additional days in-office) Our Firm Q4 Architects Inc. (Q4A) is a Canadian Architectural practice committed to providing the highest design standards in residential, commercial, and community-centric architecture. We are dedicated to continuous learning and adapting to local, national, and international standards and technology. Our work promotes wellbeing for people, communities, and the environment. We work to better who we are as individuals, fostering a creative workplace where our diversity, growth and our studio community is celebrated and respected. Q4A culture is rooted in a core belief that a fulfilling place to work drives happiness and simply makes every day better. It's the foundation of our success. Established in 2004, the leadership and many of senior staff have been working together for 20+ years. This core group has grown into a creative workforce of almost 70, with offices in Toronto, Ottawa, and Calgary. Our work contributes to our local neighbourhoods and quality of life. Job Description The Senior Human Resources and People & Culture Coordinator plays a pivotal role in shaping and nurturing Q4A's teams and our creative environment. This role is significantly engaged in advancing the studio's culture, autonomy, and innovation, while also driving strategic HR initiatives and ensuring compliance with various standards and guidelines across all of our studios. This position oversees and executes comprehensive range of HR functions, cultivates a positive and engaging workplace, and enhances organizational effectiveness and employee satisfaction, all while reporting strategic insights to the Executive Management Team and the People & Culture Lead. Key Responsibilities: Payroll and Benefits Management: • Oversee and ensure accurate, timely payroll processing and compliance with all payroll-related regulations and tax laws. • Manage and administer employee benefit programs, including health insurance, retirement plans, and other perks, including being an internal resource for staff on these topics. • Regularly review and make recommendations to the executive management team industry standard benefits offerings to ensure competitiveness and employee satisfaction. • Develop and implement streamlined payroll and benefits processes to improve efficiency and accuracy. • Conduct regular audits of payroll and benefits records to ensure compliance and accuracy. Talent Acquisition, Onboarding, and Training: • Lead recruitment efforts, including crafting compelling job descriptions, posting job openings, managing applicant tracking systems, and engaging with potential candidates • Coordinate with Brand and Marketing Manager to ensure all communications are in-line with language and tone strategies, including the upkeep of the Employee handbook. • Conduct thorough resume screening, preliminary interviews, and reference checks to identify top talent. • Coordinate with Knowledge Manager and Digital Practice Lead toDefine and execute a comprehensive onboarding program, ensuring new hires are integrated smoothly and effectively into the studio's culture and operationsDevelop and implement training programs to address skill gaps, enhance employee capabilities, and support career development.Evaluate training effectiveness and make improvements as needed. Employee Relations and Compliance: • Act as a key point of contact for employee relations, addressing concerns and resolving issues in a fair and timely manner. • Ensure adherence to all HR policies and employment laws, staying updated on changes and ensuring studio compliance. • Regularly review and update the studio's policies and employee handbook, incorporating best practices and legal requirements. • Manage and coordinate the administrative aspect of the annual performance evaluation process, including providing guidance to managers on best practices and ensuring timely completion. • Understand the intricacies of having multiple studios in different provinces, and beyond ensuring compliance across the offices, foster a one studio mentality and culture. HR Data and Systems • Maintain Data Integrity: Ensure accurate and secure HR records through rigorous data management practices and regular audits. • Develop and Monitor HR KPIs: Implement and analyze HR metrics to provide insights and guide strategic decisions • Systems: Lead HR Information System Research, Procurement and Implementation if needed • Enhance Data-Driven Strategy: Use data insights to inform HR strategies and initiatives, aligning with organizational goals and driving continuous improvement. People and Culture Support under leadership and guidance of P&C Lead: • Develop and implement initiatives to foster a positive workplace culture and enhance employee engagement, including organizing team-building activities and company-wide events. • Administer and analyze a yearly Employee Feedback Survey, using insights to drive improvements in workplace practices and employee satisfaction. • Champion diversity, equity, and inclusion efforts, ensuring that the studio promotes a diverse and inclusive environment and addressing any related challenges. • Create and manage employee recognition programs to celebrate achievements, boost morale, and encourage a positive work atmosphere. • Collaborate with Q4ALL to ensure programs are beneficial, vetted and aligned with expectations. Requirements for Success: • Interest in Creative Workplaces: Strong interest in high-demand and creative environment with an understanding of the unique needs and dynamics of highly autonomous, educated and innovative individuals and teams. • Autonomy and Proactivity: Ability to operate independently while regularly updating and reporting progress to executive leadership. • Exceptional Analytical Skills: Strong capability to analyze HR data and metrics, providing insightful reports and recommendations that drive strategic decisions. • Communication and Collaboration: Excellent verbal and written communication skills, with the ability to clearly convey complex information and collaborate effectively with all studio members. • Commitment to Employee Experience: Dedication to improving the work-life experience and overall satisfaction of employees by Metrics for Success in the Position: • Comprehensive and Timely Execution: Achieve high accuracy and punctuality in payroll and benefits processing, ensuring compliance and employee satisfaction. • Effective Data Management: Maintain accurate, secure, and up-to-date HR records, with regular audits demonstrating integrity and compliance. • Strategic Insight Delivery: Provide the executive management team with actionable employee feedback and HR metrics that drive informed decision-making and strategic planning. • Process and System Enhancement: Demonstrate continuous improvement in HR processes and systems, resulting in increased efficiency and effectiveness across HR functions Qualifications • Bachelor's degree in Human Resources, Business Administration, or a related field; HR certification (e.g., SHRM-CP, PHR) is preferred. • 7+ years of HR experience with a focus on payroll, benefits administration, and employee relations; experience in the architecture or design industry is highly desirable. • Proven ability to handle multiple HR functions simultaneously and manage competing priorities effectively. • Strong leadership and interpersonal skills with a track record of fostering a positive workplace culture. • Experience in developing and implementing HR programs and policies that align with organizational goals. • Knowledge of employment laws, HR best practices, and industry trends Why work with Q4A We are a firm that at its core believe in great people doing great work. With mentorship programs, study groups, and the opportunity to work on a variety of project types, Q4A is an environment to hone your skills and develop your talent. As part of this commitment to a workplace culture steeped in learning and teaching, Q4A offers opportunities to upskill and learn with bespoke opportunities connected to each role. We offer competitive compensation, and a robust benefits package, which includes RRSP matching, a fitness credit, access to Employee Assistance Plan (Telus Health) provided by Morneau Shepell. At Q4A, we believe that our employees come first and encourage a healthy balance between work-life and home-life. To this end, we have implemented a hybrid work model and core hours schedule to offer maximum flexibility. This position is based out of our Toronto studio. This location is easily accessible by TTC or car, conveniently located directly on the Yonge Subway line, at York Mills Station, with direct access to our building. Our studio overlooks the Don Valley, and our open concept emphasizes our collaboration when it comes to our culture and project work. How to apply Please email your Resume and a detailed cover-letter in PDF format to: with the subject line: "Senior HR Professional". As part of Q4A selection process . click apply for full job details