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About the Role

The HR Coordinator role is a multifaceted position with two equally important pillars: HR and talent acquisition, and office and administrative coordination. This role plays a direct part in shaping the employee experience and offers excellent opportunities for early-career HR professionals seeking ownership, exposure to HR operations, and growth within a rapidly scaling firm.

Responsibilities

• Own and manage the full recruitment cycle for assigned roles, from job posting to offer acceptance, in partnership with the HR Manager.
• Draft and post job descriptions across relevant platforms.
• Source candidates proactively through professional networks, referrals and networking.
• Conduct initial application reviews and screen candidates against defined criteria, presenting shortlists with clear summaries.
• Conduct initial screening interviews and provide thorough candidate assessments.
• Coordinate and schedule all interview stages, managing calendars across multiple stakeholders.
• Own candidate communication throughout the full process.
• Maintain accurate and up-to-date candidate records and pipeline documentation.
• Manage the candidate experience with care, ensuring every touchpoint reflects the firm’s professionalism and values.
• Support the preparation of offer letters and employment agreements in collaboration with the HR Manager.
• Build and maintain talent pipelines for recurring or anticipated roles to reduce time-to-hire.
• Coordinate the full onboarding process for new hires, preparing documentation, scheduling orientation activities, and ensuring a smooth and welcoming Day 1 experience.
• Support employee data entry and maintenance, ensuring employee and candidate records are accurate and current.
• Assist the HR Manager with the preparation and updating of HR templates, offer letter frameworks, job description libraries, and HR policy documents.
• Support compliance and reporting activities, health and safety tracking, and other regulatory requirements.
• Provide general HR administrative support, including filing, document preparation, tracking deadlines, and following up on outstanding items.
• Maintain confidentiality and sound judgment across all HR-related tasks and documentation.
• Ensure the office environment, supplies, vendor relationships, and team logistics are consistently managed.
• Coordinate team travel bookings including flights, accommodations, and ground transportation.
• Manage office and kitchen supply ordering, tracking inventory, placing orders, and ensuring the office is always well-stocked.
• Oversee office vendor relationships, coordinating services, managing contacts, and ensuring continuity of office operations.
• Serve as the primary liaison with building management for maintenance, facilities, and access-related needs.
• Lead health and safety initiatives including maintaining compliance, coordinating required training, and acting as the firm’s Health & Safety Champion.
• Support the coordination of team events, client visits, and internal milestones.
• Handle general office administration including mail, deliveries, filing, and other day-to-day operational tasks.
• Support operational research tasks as needed, including licensing, business registration, visa and work permit coordination across jurisdictions.
• Contribute to internal process documentation and continuous improvement.
• Support additional projects and ad hoc requests as directed by the HR Manager or executive team.

Requirements

• A diploma or degree in Human Resources, Business Administration, or a related field (or equivalent work experience).
• 1–3 years of experience in an HR coordinator, talent acquisition, or administrative support role.
• Genuine interest in Human Resources and a desire to grow within the people function over time.
• Demonstrated experience or strong interest in full-cycle recruiting, from sourcing to offer.
• Familiarity with LinkedIn Recruiter or proactive sourcing strategies.
• Exceptional organizational and time management skills with the ability to manage multiple priorities and adapt to shifting needs.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• High attention to detail, particularly in candidate documentation, scheduling, and offer preparation.
• Discretion and professionalism when handling confidential candidate and employee information.
• Must be based in or able to commute to downtown Toronto daily.
• Prior experience in a professional services, consulting, or similarly fast-paced environment.
• Exposure to HR information systems.
• Knowledge of Ontario employment legislation.
• Experience coordinating travel bookings or managing office operations.
• Exposure to multi-jurisdictional or international business environments.

Skills

• Talent Acquisition
• Full Cycle Recruiting
• Candidate Experience Management
• HR Administration
• Onboarding
• Office Coordination
• Vendor Management
• Health and Safety Initiatives
• Travel Coordination
• Microsoft Office Suite
• LinkedIn Recruiter
• ATS (Asset)

Location

• Toronto, Ontario

Work Type

• Full-time
• In-person
• Permanent

Experience Level

• 1-3 years
• New graduates with relevant co-op or internship experience are encouraged to apply

Education Level

• Diploma or degree in Human Resources, Business Administration, or a related field (or equivalent work experience)

About the Company

• Since 2011, Dokainish & Company has delivered award-winning project management and project controls consultancy services.
• We specialize in solving the most demanding challenges in capital project delivery; cost overruns, schedule slippage, and performance risk, with a track record that includes an impeccable client retention rate and consistent category leadership in our markets.
• Our expertise spans Project Controls, Project Management, Quantitative Risk Analysis, Estimating, Organizational Change Management, Enterprise Reporting, Asset Management, and System Implementation for capital projects.
• Our consultants are experienced, trusted, and given meaningful work from day one.
• As we continue to grow our practice across increasingly complex and high-value engagements, we are seeking an HR Coordinator to join our team in Toronto.

Equal Opportunity

• Dokainish & Company is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to age, gender, race, colour, religion, sexual orientation, gender identity, national origin, disability, age and veteran status, or any other protected status required by applicable law.
• In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Dokainish & Company AODA Policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.