Human Resources Coordinator

WHO WE ARE 

Indigo is a physical and digital place inspired by and filled with books, ideas, beautifully designed lifestyle products, and the creative people who help make it all happen. We believe in real books, living life fully and generously, being kind to each other and to the environment, and that stories – big and little – connect us. Indigo is our customer’s happy place – for joyful moments of discovery and to connect with people who share their passion for reading, their belief in ideas, and their commitment to making the world a better and more beautiful place.

OUR GUIDING PRINCIPLES

Our Mission is to inspire reading and enrich the lives of booklovers. As such, we believe in the power of people and their stories. We aim to attract top talent, nurture the potential of our employees, and create space for everyone to thrive. Our Guiding Principles are the few key ideas that are meant to influence everything we do, every day.

• We Will Hire, Inspire, Promote and Retain the Best – A’s Hire A’s.
• We Will Be Customer Centric.
• We Will Be Data Driven – System Thinking – Entrepreneurial.
• We are Committed to True and Shared Value Creation.
• We Will Be Human-Centered and AI Enabled.
• We are Committed to Caring About Each Other, Our Communities, Our Environment.

The HR Coordinator provides responsive, accurate and timely administrative and operational support across core people processes. The role serves as a first point of contact for routine HR inquiries and helps employees and leaders navigate HR systems, employment & records management. 

Working closely with Human Resources Managers and business partners, Total Rewards and other Centres of Excellence, HR Technology and Payroll, the HR Coordinator maintains high-quality employee data and documentation, supports onboarding and employee lifecycle transactions, and contributes to consistent, compliant and customer-centric HR service delivery.

KEY PERFORMANCE METRICS

• Timeliness and accuracy of HR inbox responses
• Completion of documentation within established expectations for service delivery
• Accuracy of employee data, reports and mass updates
• Quality of employee file management
• Internal client (HR) experience

KEY ACCOUNTABILITIES

• Manage the shared HR inbox, responding to routine inquiries and escalating complex or sensitive matters to the appropriate HR partner
• Prepare standard employee lifecycle documentation, including transfer, leave of absence, compensation change, promotion, demotion, interim assignment, fixed-term, extension and other approved change letters. 
• Support former employees with access to tax documents and HR system accounts, and acknowledge or appropriately route vendor and other external inquiries. 
• Provide responsive administrative support to Retail and Home Office HR teams and complete other correspondence or ad hoc requests as assigned. 
• Maintain organizational charts and support accurate people and reporting-line information. 
• Prepare standard employee lifecycle documentation, including transfer, leave of absence, compensation change, promotion, demotion, interim assignment, fixed-term, extension and other approved change letters. 
• Prepare Sales Floor Leader contracts, extensions and fixed-term agreements; escalate complex offers, involuntary terminations and exceptions to the HR partner. 
• Ensure required approvals are obtained before releasing employee documentation and refer non-standard terms or exceptions to the responsible HR partner. 
• Maintain and coordinate complete, accurate and confidential employee files, including uploading work authorization, compliance and other employment documents to ensure confidentiality, privacy, document retention and record-management standards. 
• Coordinate employee file requests including required approvals for document release
• Process or approve transactions in UKG within assigned authority including leaves, returns, compensation, transfers and voluntary terminations, seasonal conversions and contract terminations; validate supporting documentation including updated offer letters, accurate effective dates, and required approvals are in place for employee changes; escalate with appropriate HR partner as required.
• Enable retail seasonal employment administration through file management, UKG approvals, information validation and escalation to leaders for updated letters as required
• Maintain organizational charts and support accurate people and reporting-line information. 
• Support mass upload and seasonal employee conversions for supervisory changes, , contracts, extensions, and other approved employee updates and routine transactions.
• Monitor upcoming Social Insurance Number expiries and work authorization requirements, follow up with leaders and employees for current documentation, and maintain accurate records. 
• Support Joint Health and Safety Committee governance, certification and renewal tracking, training coordination, program administration and other health and safety activities. 
• Support recurring and periodic, HR programs, employee reports, audits, file maintenance, SharePoint or document migrations and process-improvement projects. 
• Collaborate with HR colleagues and cross-functional partners to resolve issues, improve workflows, templates, trackers, process documentation and knowledge resources to improve efficiency and deliver a consistent employee and leader experience. 
• Provide responsive administrative support to Retail and Home Office HR teams and complete other correspondence or ad hoc requests as assigned. 

Reports to: Director, Total Rewards

Manager Once Removed: CPO

KEY RELATIONSHIPS

Internal:

• HR Managers and business partners
• HR Centers of Excellence
• Retail, Home Office and DC employees
• Payroll
• HR Technology

External:

• Employment verification agencies or authorized third parties
• Government or regulatory contacts

• Post-secondary education in HR, business or a related field is required
• One to three years of HR Coordination, Administration or related experience preferred
• CHRP or similar HR professional designation is preferred
• Working knowledge of Canadian employment standards, privacy, human rights, accessibility and occupational health and safety requirements through a combination of post-secondary education and experience is required. 
• Experience supporting a multi-site hourly workforce preferred
• Strong attention to detail and demonstrated accuracy in preparing documentation, maintaining records and processing data.
• Excellent organization and time-management skills, with the ability to manage competing priorities and meet deadlines. 
• Clear, professional written and verbal communication skills and a customer service-oriented approach. 
• Sound judgment, discretion and the ability to handle confidential and sensitive employee information. 
• Strong proficiency with Microsoft 365; previous experience with UKG or another HRIS is an asset. 
• Ability to analyze routine data, identify discrepancies and escalate risks or exceptions appropriately. 
• Ability to collaborate across functions and teams including HR business partnering, Total Rewards, HR Technology, Talent and Learning to resolve issues and improve delivery standards
• Full alignment with Indigo values as reflected in the Guiding Principles and a passion for Indigo’s mission. 
• Previous experience with UKG (HRIS) an asset

Other (travel, Bilingual, etc.)

• Bilingual (English/French) considered an asset.

Indigo uses artificial intelligence (AI) tools to assist with certain aspects of the hiring process, such as screening and assessments. These tools support our team but do not replace human judgment. We are committed to using AI responsibly, fairly, and in compliance with applicable employment and anti-discrimination laws. We regularly review these tools to help prevent bias or discrimination.

At Indigo, Diversity, Equity, Inclusion, and Accessibility are core to our values. We integrate these principles into our training, policies, and hiring practices and continuously evolve to reflect the needs of the communities we serve. We welcome applicants from all backgrounds and lived experiences, including but not limited to individuals who identify as BIPOC (Black, Indigenous, and People of Colour), members of the 2SLGBTQIA+ community, and persons with disabilities. If you require an accommodation during the recruitment process, please contact Human Resources at [email protected].

We respect your privacy throughout the recruitment process. Our Candidate Privacy Notice explains how we collect, use, and protect your personal information when you apply for a role with Indigo, and the choices available to you.

This posting is for a current opportunity within Indigo.