Human Resources Specialist

Full-time, Hybrid (typically 3 days in studio – training and probation may require additional days in-office)

Q4 Architects Inc. (Q4A) is a Canadian Architectural practice committed to providing the highest design standards in residential, commercial, and community‑centric architecture. We are dedicated to continuous learning and adapting to local, national, and international standards and technology. Our work promotes wellbeing for people, communities, and the environment. We work to better who we are as individuals, fostering a creative workplace where our diversity, growth and our studio community is celebrated and respected.

Q4A culture is rooted in a core belief that a fulfilling place to work drives happiness and simply makes every day better. It’s the foundation of our success. Established in 2004, the leadership and many of senior staff have been working together for 20+ years. This core group has grown into a creative workforce of almost 70, with offices in Toronto, Ottawa, and Calgary.

Our work contributes to our local neighbourhoods and quality of life.

The Human Resources Specialist plays a pivotal role in shaping and nurturing Q4A's teams and our creative environment. This role is significantly engaged in advancing the studio's culture, autonomy, and innovation, while also driving strategic HR initiatives and ensuring compliance with various standards and guidelines across all of our studios. This position oversees and executes a comprehensive range of HR functions, cultivates a positive and engaging workplace, and enhances organizational effectiveness and employee satisfaction, all while reporting strategic insights to the Executive Management Team and the People & Culture Lead.

• Oversee and ensure accurate, timely payroll processing and compliance with all payroll‑related regulations and tax laws.
• Manage and administer employee benefit programs, including health insurance, retirement plans, and other perks, including being an internal resource for staff on these topics.
• Regularly review and make recommendations to the executive management team on industry standard benefits offerings to ensure competitiveness and employee satisfaction.
• Develop and implement streamlined payroll and benefits processes to improve efficiency and accuracy.
• Conduct regular audits of payroll and benefits records to ensure compliance and accuracy.

• Lead recruitment efforts, including crafting compelling job descriptions, posting job openings, managing applicant tracking systems, and engaging with potential candidates.
• Coordinate with Brand and Marketing Manager to ensure all communications are in‑line with language and tone strategies, including the upkeep of the Employee handbook.
• Conduct thorough resume screening, preliminary interviews, and reference checks to identify top talent.
• Coordinate with Knowledge Manager and Digital Practice Lead to:

• Define and execute a comprehensive onboarding program, ensuring new hires are integrated smoothly and effectively into the studio's culture and operations.
• Develop and implement training programs to address skill gaps, enhance employee capabilities, and support career development.
• Evaluate training effectiveness and make improvements as needed.

• Act as a key point of contact for employee relations, addressing concerns and resolving issues in a fair and timely manner.
• Ensure adherence to all HR policies and employment laws, staying updated on changes and ensuring studio compliance.
• Regularly review and update the studio's policies and employee handbook, incorporating best practices and legal requirements.
• Manage and coordinate the administrative aspect of the annual performance evaluation process, including providing guidance to managers on best practices and ensuring timely completion.
• Understand the intricacies of having multiple studios in different provinces, and beyond ensuring compliance across the offices, foster a one‑studio mentality and culture.

• Maintain Data Integrity:
  Ensure accurate and secure HR…