Diamond Estates Wines & Spirits LTD is a vertically-integrated company that owns vineyards, wineries and distribution operations, and is one of the largest integrated wineries in Canada. We currently own four wineries – three in Niagara and one in British Columbia.
We are currently seeking a part-time (up to 24 hours/week) HR Assistant for a contract position until April 2026. This is an in-office position at our Niagara-on-the-Lake office, and hours will support business needs. Availability to work Mondays, Tuesdays, and Fridays will be critical to support payroll.
Role Overview
The HR Assistant will play a critical role in supporting day-to-day HR operations while helping build foundational infrastructure across Diamond’s People & Culture function. This is a hands-on opportunity to contribute to core HR processes, improve employee experience, and support the development of scalable systems, tools, and documentation.
This role is ideal for a detail-oriented, proactive individual looking to gain exposure across the full employee lifecycle from recruitment through onboarding, administration, and compliance.
Why This Role Matters
This role directly supports the foundation of Diamond’s People & Culture function by improving structure, consistency, and employee experience while enabling the HR team to scale effectively.
Key Responsibilities
HR Operations & Employee Support
Monitor and manage the HR Inbox, responding to Level 1 employee inquiries (policies, payroll, benefits, systems)
Escalate complex issues appropriately while ensuring timely follow-up
Support day-to-day HR administrative activities across multiple systems
Assist with general HR file clean-up and audit readiness
Prepare HR documents such as employment letters, contracts, and forms
Process Development & Documentation
Build and maintain Standard Operating Procedures (SOPs) and Knowledge Bases (KBs) articles within HR SharePoint
Document workflows across: Policies Payroll (Rise) Benefits IT onboarding processes
Ensure documentation is clear, accessible, and scalable
Pre-Boarding & Onboarding
Coordinate pre-boarding documentation
Draft and send welcome communications
Prepare and track Hiring Action documentation
Support development and coordination of first-day onboarding plans
Ensure a consistent and positive new hire experience
Recruitment Coordination
Support the full recruitment workflow: Coordinate intake meetings Prepare Job Descriptions and Job Postings Review applications Schedule and coordinate interviews Conduct reference checks
Maintain organized and compliant recruitment files
Payroll
Collect and input payroll information (e.g., changes to pay, commissions, gratuities, expenses)
Support employees and managers with time tracking software and payroll inquiries
Liaise with payroll provider to process bi-weekly payroll correctly and on time
HR Systems & Data Integrity
Support benefits enrollment and changes
Support HR audits across: Hard copy and digital employee files, SharePoint, Rise HRIS
Ensure employee data accuracy and consistency across systems
Track key employee milestones: Probationary periods Contract end dates
Compliance & Health & Safety
Coordinate and track training
Keep health & safety boards updated
Support initiatives
Assist with compliance tracking and documentation updates
Tools & Process Support
Build and manage tools for HR processes (e.g., onboarding checklists, employee requests)
Support ongoing policy updates and formatting
Assist in organizing and maintaining HR SharePoint structure
Additional Responsibilities
HR Metrics & Reporting Support
Track onboarding completion, recruitment timelines, and HR response times
Employee Experience Support Assist with engagement initiatives, internal communications, and culture-building activities
Training Coordination Schedule and track mandatory training (compliance, onboarding, leadership sessions)
HRIS Optimization Identify opportunities to streamline workflows within Rise
Offboarding Support Assist with exit documentation, checklists, and file management
Qualifications
Education and/or experience in Human Resources, Business, or related field
Strong organizational and administrative skills
High attention to detail and ability to manage multiple priorities in a fast-paced environment
Strong written and verbal communication skills
Proficiency in Microsoft Office (especially Excel, Word, SharePoint); experience with HRIS systems (Rise) an asset
Ability to handle confidential information with discretion
What Success Looks Like
HR inbox is managed efficiently with timely, accurate responses
Payroll is processed correctly and on time
SOPs and HR documentation are clear, consistent, and scalable
Onboarding experience is smooth and well-coordinated
HR files and systems are audit-ready and organized
Key employee milestones are tracked proactively
We thank all candidates for applying, however only those selected for an interview will be contacted.
Diamond Estates and its divisions are an equal opportunity employer. We welcome and encourage applications from people with differing abilities. Accommodation is available on request for candidates taking part in all aspects of the selection process.
JOB VACANCY STATUS
This role is currently vacant, and the organization is accepting applications with the intention to hire as soon as possible.
USE OF ARTIFICIAL INTELLIGENCE – RECRUITERS & HIRING MANAGERS
At Diamond Estates Wines & Spirits, our recruitment and selection processes are led by people. While we may use artificial intelligence (AI) or automated tools for limited, administrative, or efficiency supporting purposes (such as drafting communications, summarizing interview notes, or transcribing reference information) these tools do not replace human judgment.
All applications and candidate information are reviewed by qualified recruitment professionals, and hiring decisions are made by individuals based on relevant skills, experience, and role requirements. If a recruitment process involves a higher level of AI-enabled tools during assessments or interviews, shortlisted candidates will be informed in advance.
Diamond Estates is committed to using technology responsibly and in a manner that supports fairness, transparency, and respect, consistent with applicable Canadian and Ontario employment and human rights legislation.
USE OF ARTIFICIAL INTELLIGENCE – CANDIDATES
Candidates may choose to use artificial intelligence (AI) tools as part of their job search, such as for writing assistance or research. This use is acceptable provided that all information submitted during the recruitment process (including resumes, application responses, and interview discussions) is accurate and reflects the candidate’s own experience, qualifications, and abilities.
AI tools must not be used to misrepresent, fabricate, or materially exaggerate credentials or competencies. Our recruitment process is designed to understand each candidate’s authentic skills, experience, and potential, enabling informed and fair hiring decisions.
