ABOUT US

At UP Vertical Farms, our mission is to become one of the largest and most sustainable indoor vertical farm producers of baby leafy greens by 2026, producing the safest, most nutritious, and best tasting salad greens. We specialize in Controlled Environment Agriculture (CEA) and our hands-free, high-density, tech-driven vertical farm puts people and our planet first. It also supports the local economy by producing the most flavorful greens, picked at the peak of freshness, and delivered to the local market with speed and precision. Learn more about our mission at https://UPVerticalFarms.com/.

POSITION DESCRIPTION

Reporting directly to the CEOs, the HR and Admin Manager will be responsible for managing out all the HR duties and general administrative duties for the company and efficient operation of daily administrative tasks. The ideal candidate will play a crucial role in supporting the smooth functioning of our office by performing various administrative front end work. This position requires a proactive and resourceful individual who can handle multiple responsibilities with efficiency. The individual will also be managing the full employee life cycle, and will be responsible for a variety of areas such as onboarding, some benefits and payroll administration, leave management, HRIS management, performance management policies and bonus program, grant funding programs, general HR administration, and other general administrative duties.

KNOWLEDGE, SKILLS, AND ABILITIES

• High level of professionalism and discretion
• Able to track tasks and seek guidance on prioritization when needed
• Ability to communicate effectively in English both verbally and in writing
• Familiarity with benefits and payroll programs is an asset

Human Resources

• Support the recruiting process (job postings, pre-screening candidates, reference checks, preparing job offer letters, onboarding and orientation)
• Plan and conduct new hire onboarding to ensure new hire details are taken care of, managers are knowledgeable about their responsibilities, and organizational and position objectives are defined, communicated, and tracked
• Plan and implement performance management program, bonus system, and various HR policies
• Stay up to date with all employment legislation and regulations in Canada and implement policy/documentation as needed
• Coach and train supervisors/managers on various procedures and policies as needed
• Promote corporate culture and answering day to day HR related questions
• Assist with conflict management and progressive disciplinary processes
• Maintain HR records and ensure strict confidentiality on employee information
• Actively promote and contribute to a positive and productive workplace environment Work on ad hoc projects as required
• When legal issues arise – such as an employment dispute, a compliance investigation, or contract disagreement – coordinate with the company’s legal advisors or seek expert guidance.
• Coordinate on user account management (onboarding and offboarding access to systems), and support initiatives like regular data backups, software updates, and security audits.

Administrative

• Carry out general administrative duties for the company like greeting onsite visitors by managing the entrance and visitor log, answering, and directing incoming inquiries over the phone and through email, collecting and distributing the mail, filing digital and physical paperwork, maintaining a safe and tidy office environment
• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Submit timely reports and prepare presentations/proposals as assigned
• Maintain supply inventory and storage, and make sure the security system is operating well
• Track, follow up, and receive shipments and packages
• Coordinating, purchasing and picking up general administrative items
• Perform office management tasks, e.g. consumables orders, repair requests, postal and kitchen supply. Carry out miscellaneous administration tasks as requested.
• Carry out miscellaneous administration tasks as requested by managers
• Scanning and electronic filing of documents and invoices
• Updating of office records and databases that contain personnel, financial, and office data
• Pleasant and efficient telephone and reception skills
• Managing legal documentation, records, and grant funding program
• Manage calendars and schedule appointments for executives and team members
• Verify that all vendor contracts meet company requirements and legal standards, and that both parties meet their obligations.
• Negotiate vendor contracts and agreements to secure cost-effective terms and high-quality service. Monitor vendor performance and handle contract renewals or changes, ensuring continuity of essential office services.
• Research and identify external funding opportunities, grants, and government programs that the company may qualify for, especially those supporting private sector growth in Canada.

Payroll/Benefits

• Oversee and sign off on all payroll timecards and reimbursement requests in the online Pay Works system
• Assist setting up systems accesses for new hires
• Answer payroll/benefits inquiries
• Prepare WorkSafeBC-related forms and reports
• Fill out employer insurance claim forms