Human Resources & Administration Specialist

General Accountability And Summary

This role will appeal to a collaborative individual, with specific expertise in human resources and administration, as well as a broad interest in and exposure to various aspects of corporate operations including business development, and accounting. Based in Toronto and Corporate Office reporting to the President, the Human Resources & Administration Specialist is responsible for various functions related to the operations of TMG’s businesses and various regional offices.

The Human Resources & Administration Specialist is an active leader in living the corporate vision and values and provides coaching and mentoring to all staff related to their day-to-day work functions. This position supports the Senior Leadership Team in ensuring that oversight and governance are maintained on all project financial and corporate human resources & administration related issues.

Responsibilities & Deliverables

Corporate Human Resources (Estimated at 60% total capacity)

- Accountable to advise and counsel staff on personnel policies and procedures including compensation, recruitment and performance.

- Support Project Managers and Group Managers to manage all internal Resource Allocations & Personnel Utilization Forecasts.

- Responsible for creating and implementing employee development and targeted mentoring plans, including one-on-one coaching Responsible to implement performance management programs as needed.

- Support coaching and mentoring initiatives with individual staff members as required.

- Support Group Managers in establishing and maintaining personal professional relationships with TMG’s contractors for support with invoicing, benefits management, marketing, Personnel Utilization Forecasts and mentoring.

- Responsible for ensuring that employee performance management practices and policies are regularly reviewed and updated to match local employment laws and codes.

- Support for the overall corporate performance management cycle including goal-setting, manager feedback, performance reviews, and year-end increases.

- Responsible to administer corporate benefits and pension plans, including management of provider relationships, renewals, and plan changes.

- Responsible for the application of HR policies and processes.

- Responsible to manage Human Resources functions, including scheduling, onboarding, vacation planning, and compliance.

- Support hiring managers to drive recruitment efforts including screening CVs and leading first-round interviews.

- Support the creation of corporate Position Descriptions and ensure they are updated to suit the current needs and requirements of all Groups.

- Support compensation analysis and resolution of local compensation needs and actions.

- Support the development training content for internal and external end-users on all TMG Business Practices and Standard Operating Procedures.

- Support Group Managers to review staffing levels and ensure that projected backlog can be adequately staffed with appropriate personnel (employees and/or contractors as required).

- Support the development of the TMG High-Potential Employee Program and ongoing administration thereof.

- Responsible to lead onboarding and Indoc activities for all new-hires.

- Support the Management of TMG’s Contractor Database, including resource identification, updates, and reporting.

- Support the development of contractor support plans for key contractors providing expertise on the Group’s projects.

- Responsible to champion corporate culture-building efforts that promote respect, inclusion, and collaboration.

- Accountable to manage TMG’s Summer Student and Co-Op programs, including sourcing of candidates with local partner schools, interview process, grant applications, and content development.

- Responsible to manage the Summer Student Task Register Meetings and weekly updates with Students.

- Responsible to administer the corporate Payroll, HR, and Tax Services software package.

- Responsible to manage payroll for and conduct regular support check-in calls for all casual / hourly employees.

- Support recruiting and onboarding efforts for new projects and proposals.

- Lead proposal resourcing and recruiting by proactively confirming availability of employees and onboarded contractors for inclusion in proposals, coordinate with recruiting/staffing agencies when internal/database resources are unavailable, surface resourcing risks on bids to Senior Leadership.

- Interview, evaluate, and onboard recruiting/staffing agencies, complete due diligence and required agreements (MSAs, confidentiality, rate bands, screening standards).

- Maintain and govern the agency database and performance program (active contacts, specialties, geographies, service agreement, fill rate, time-to-shortlist, candidate quality scorecards).

- Responsible to monitor changes in local employment standards, labour law, and workplace health & safety codes in all operating regions and ensure corporate policies are updated to remain compliant.

- Accountable to lead investigations into any potential workplace complaints (harassment, discrimination, etc.) in accordance with corporate Standard Operating Procedures, and handle employee relations issues through to resolution.

- Structuring incentive/bonus program

- Responsible to manage corporate engagement and inclusion, run surveys, analyze turnover/exit data, and implement inclusivity initiatives as required.

- Responsible for regular travel to all TMG’s Global Execution offices and project sites to ensure consistent application of Human Resources policies and procedures.

Corporate Administration (Estimated at 25% total capacity)

- Support for corporate risk management and legal activities.

- Support annual renewals of contract, leases, confidentiality agreements, and business insurance.

- Responsible for the management of the monthly and quarterly Operations Meeting and Project Performance Reviews to ensure that all Project Managers and Group Managers have timely and accurate data for reporting.

- Support the planning and bookings for TMG’s annual Strategic Planning process and quarterly updates.

- Responsible to develop and implement corporate Policies and Standard Operating Procedures as identified and as required based on corporate needs and priorities.

- Responsible for managing TMG’s third party IT consulting and helpdesk support provider.

- Accountable to ensure the corporate software registers are updated and maintained with current and accurate information, including Microsoft 365 accounts and specialty software.

- Accountable to ensure the corporate asset (hardware) register is up to date with all company property including hardware, computers, capital assets, and equipment loaned to employees is accounted for.

- Accountable to manage content and programming for TMG’s bi-weekly Lunch & Learn program, including sourcing and scheduling of external speakers and coordinating of execution.

- Responsible to administer corporate grant applications, implementation, and ongoing compliance requirements.

- Responsible for timely and accurate new client onboarding including registration of proper banking information, compliance documentation completion, and vendor portal initiation.

- Responsible to develop and implement Quality Plans to ensure the work is being done well and to TMG Standards across each operational and functional Group.

- Responsible to reshare TMG Marketing materials postings on LinkedIn on a daily basis.

- Perform other duties as assigned.

Corporate Accounting (Estimated at 15% total capacity)

- Support the development and review of annual budgets for each division.

- Support the implementation of tracking tools for budget performance and monitoring the budget against actual revenues and expenditures on a monthly basis.

- Support the preparation of cash flow statements for the President and management

- Responsible for monthly reconciliation of the corporate credit card statements against invoices, cost of goods accounts and General & Administration accounts and approval of applicable transactions.

- Support Monthly payment reconciliations.

- Responsible for proper filing and archiving of invoices & backup materials as well as client payment statements and correspondence related to invoicing.

- Establish and maintain personal professional relationships with TMG’s banks and financial representatives.

Core Qualifications

- Education: Bachelor’s degree in Human Resources, Business Administration, or a related field; CHRP or equivalent HR certification preferred.

- Experience: Minimum 5–7 years of progressive experience in HR and administrative roles, ideally within a multi-office or project-driven organization.

- Location: Based in Toronto, with willingness and ability to travel regularly to regional and global offices

Essential Skills

- Strong communication and interpersonal skills

- High emotional intelligence and discretion

- Collaborative and team-oriented mindset

- Ability to coach, mentor, and influence across all levels

- Proactive problem-solving and decision-making

- Adaptability in fast-paced, multi-disciplinary environments

- Cultural sensitivity and global perspective

Technical Proficiency

- HRIS and payroll systems (e.g., ADP, Ceridian, or similar)

- Microsoft 365 Suite (Excel, Word, Outlook, Teams, SharePoint)

- Project management tools (e.g., Asana, Trello, or MS Project)

- Database management for contractors and recruiting agencies

- Familiarity with vendor portals and client onboarding systems