People and Culture Admin Assistant

Employment Status

Full time Temporary until incumbent returns

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We provide housing and a range of support services to adults with low or no income who have few, if any, housing or support options. Because the people we serve have challenges meeting basic needs and goals, we place minimal barriers between them and our services. For more information about Lookout, please visit www.lookoutsociety.ca

Location

544 Columbia Street, New Westminster, B.C., V3L 1B1

3 minute walk from Columbia Skytrain Station 

Salary

$21.36 per hour 

Position Summary

Reporting to the Manager of People and Culture, the Administrative Assistant interacts regularly with Managers, Coordinators, and employees across all programs, as well as with external partners, training providers, and government agencies. Communication must be professional, timely, and handled with discretion. 

Job Duties

• Provides administrative support to the People and Culture team, including data entry, document preparation, minute taking, and file management. Provides logistical support for meetings, events, and trainings.
• Assists with recruitment and onboarding activities, including job postings, interview scheduling, and new hire documentation. Liaises with payroll for employee file set up and benefits documentation. Initiates Criminal Record Checks for new employees through the Ministry.
• Manages onboarding and new hire orientation, ensuring a seamless employee experience.
• Assists with updating job descriptions and job profiles in Recruitment module. Oversees the maintenance of employee personnel files; both electronic and paper, personal histories, reports and performance appraisals. Maintains accurate and confidential employee records in SAP SuccessFactors and physical files.
• Supports training coordination by maintaining attendance records in LMS and tracking certifications. Assists with regular training audits to ensure compliance, including CRC renewals and First Aid.
• Responsible for code creation in SAP, scheduling shifts in Workforce, and updating casual preferences for staff. Updates position data and reporting structures as required. Coordinates with CFO on approval for new positions.
• Updates unionized jobs spreadsheet, including staff changes and shift updates, ensuring accuracy and compliance with site budgets.
• Monitors shared inboxes and responds to general HR-related inquiries.
• Prepares correspondence, reports, and spreadsheets as required.
• Assists in maintaining HR templates, policies, and SharePoint resources.
• Participates in various projects as requested; gathers and consolidates a variety of statistical information; provides summaries of data as requested.
• Manage HR data and reporting, ensuring accuracy, compliance, and confidentiality.
• Supports the packaging and delivery of holiday gifts for guests, clients, and participants throughout the organization.
• Supports data entry in Essential Services Database as required.
• Participates in committees and project teams as required, including new SAP SuccessFactors module implementation.
• Builds collaborative relationships with staff and leadership.
• Supports the People and Culture team with engagement initiatives - including staff events, recognition programs, wellness activities, and career fairs. 19. Role may include significant periods of sitting, standing, or walking.
• Employees are expected to remain alert and attentive during working hours. Sleeping during shifts is not permitted.
• Responsible for complying with and contributing to all aspects of the organization’s health and safety program. May be required to attend and participate in the health and safety committee.
• Performs other related duties as required.

Qualifications & Requirements

• Post-secondary 2 year Diploma or equivalent in Business Management, Office Administration, Human Resources, or a related field.
• Minimum 1–3 years of administrative experience, preferably in HR or a non-profit environment, or an equivalent combination of education and experience.
• Experience using HRIS or database systems (SAP SuccessFactors experience is an asset).
• Must maintain a current Vulnerable Sector Criminal Record Clearance through the Ministry of BC.
• Excellent organizational and multitasking skills. Strong time management skills with the ability to manage a workload with multiple priorities.
• Strong written and verbal communication skills.
• Ability to handle sensitive and confidential information appropriately.
• High attention to detail and accuracy in data entry and recordkeeping.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Proven ability to utilize, adapt and embrace new technologies, including Office 365 and other database/software required by the role.
• Knowledge of BC Employment Standards and HR processes is an asset.
• Ability to work effectively as part of a team and independently with minimal supervision.
• Approachable, resourceful, and thrive in a fast-paced, collaborative environment.
• One (1) year of experience working in a non-profit environment or an equivalent combination of education, training and experience
• Demonstrated ability to type 60 w.p.m.
• Valid OFA 1 First Aid Training Certificate is an asset 
• Must pass a satisfactory Criminal Record Check

Closing Date

Applications will be accepted until February 25, 2026 at 5:00 pm
Lookout Housing and Health Society is committed to empowering people from different races, gender, age, religion, identities and unique experiences. We welcome everyone from diverse backgrounds and encourage them to apply in order to foster an inclusive environment.

 Internal applicants must apply through "Career Opportunities" on SAP External applicants will be reviewed after Internal.

ALL QUALIFIED APPLICANTS WELCOME TO APPLY. THOSE SHORT-LISTED WILL BE CONTACTED.