HR Onboarding Coordinator - Bilingual

Are you ambitious and looking to make the right move in your career?  Now is the perfect time to join Egis.  Egis is experiencing substantial growth in North America, highlighted by our recent acquisition of McIntosh Perry—now made up of over 1,000 engineers, architects and planners across Canada and the USA. This strategic move underscores our commitment to investing in North America, propelling our expansion to new heights. 

Our values showcase everything we believe in:

A Responsible Company - We care about people, and we care about our impact; acting responsibly wherever we work and whatever we do.  

A People-First Company - This is an environment of mutual respect where every team member matters, no matter who they are. 

A Creative Company - Creativity is in our DNA. This is the fuel that helps us tackle the major challenges of our time.  

The more important question you likely have is: Are we the right company for you? 

Joining Egis is an opportunity to make a valuable, positive impact on the world, while growing and developing as a person. Our culture is very collaborative, and we care about people and our impact.  We take great pride in being responsible for our clients, for each other and for our planet and its people. You’ll work and innovate in an environment where high standards and personal consideration go hand-in-hand.

Learn more about the exciting opportunity below where you’ll be part of projects renowned for technical excellence, ambition and sustainability.

We are seeking a highly organized and people-focused Onboarding HR Coordinator to manage and enhance the end-to-end onboarding experience for new employees. This role is responsible for ensuring a seamless, compliant, and engaging transition for new hires from offer acceptance through their first 90 days.

The ideal candidate thrives in a fast-paced environment, has strong attention to detail, and is passionate about creating a positive employee experience.

Key Responsibilities:

Pre-Boarding & Offer Stage

• Serve as the primary point of contact for all new hires following contract signing, guiding them through the onboarding process and addressing inquiries.
• Complete EARTH onboarding workflows and ensure accurate data entry.
• Liaise with IT and H&S to coordinate PPE required, equipment, system access, and email setup.
• Ensure all compliance documentation is completed  and uploaded in a timely manner (e.g., TD1, SIN validation, direct deposit)

New Hire Onboarding

• Deliver virtual and/or in-person orientation sessions on a weekly basis.
• Facilitate and lead Day 1 experience (welcome emails, agenda, introductions).
• Collaborate closely with hiring managers to deliver a seamless, engaging, and welcoming onboarding experience.
• Ensure deployment and completion of mandatory training (provincial legislative requirements, workplace policies, health & safety, etc.).

Coordination & Compliance

• Maintain and update manager and buddy onboarding checklists, ensuring consistency and adherence to standards across departments.
• Develop, maintain, and continuously improve onboarding process flows and standard operating procedures (SOPs).
• Monitor probationary review timelines and proactively coordinate reminders and follow-ups with managers.
• Track and analyze onboarding metrics (e.g., induction survey feedback in EARTH) to identify trends and opportunities for improvement.
• Coordinate and submit Certificate of Authorization (C of A) engineering registrations, where required, ensuring compliance with applicable provincial regulatory bodies.

Employee Experience

• Gather feedback from new hires and managers to continuously improve onboarding processes.
• Collaborate with HR Business Partners and Talent Acquisition to align recruitment and onboarding processes.
• Facilitate structured 60-day check-ins with new hires to support engagement, address concerns, and ensure a smooth transition.
• In partnership with HRBP’s and the Executive Assistant(s), plan, coordinate, and facilitate quarterly new hire leadership meet-and-greet sessions for employees following their three-month milestone.

• Post-secondary education in Human Resources, Business Administration, or related field.
• 1+ years of experience in HR coordination, onboarding, or recruitment support.
• Working knowledge of Ontario employment standards (ESA) and HR compliance requirements.
• Experience with HRIS systems (e.g., Workday, ADP, Oracle, Dayforce) preferred.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients.

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This role is eligible for a referral bonus in line with the Referral Program.  If you have been referred, please provide the name of the employee who has referred you at the time of your application.

At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.