Payroll and Administrative Coordinator

ABOUT THE ROLE

The Payroll and Administrative Coordinator is a key contributor to our finance and administrative team. The main responsibilities of this role include accurate payroll processing, meticulous record-keeping, and providing administrative support. The Payroll and Administrative Coordinator will ensure compliance with provincial and federal regulations, monitor employee timekeeping, and assist with benefits contributions (RRSP, LTD). This role requires attention to detail, confidentiality, and collaboration to maintain the efficiency of our financial and administrative processes.

This posting reflects a current hiring need for our client. We use AI-assisted tools to help review resumes and identify potential candidate matches, however all hiring decisions are made by our team and the client directly.

Key responsibilities:

• Greet guests as soon as they arrive at the office and direct them to the appropriate person.
• Answer, screen and forward incoming phone calls to the required personnel, ensuring that the individual the call is being forwarded to is aware of who the caller is.
• Provide basic and accurate information for caller inquiries.
• Ensure the reception and office areas are tidy and presentable.
• Execute timely and accurate processing of payroll for employees.
• Ensure compliance with provincial, and federal payroll regulations.
• Handle payroll-related inquiries and resolve issues promptly.
• Ensure confidentiality of employee personal information and payroll.
• Provide administrative assistance to the finance and human resources departments.
• Maintain and update employee records, ensuring accuracy and confidentiality.
• Assist in the preparation of reports and documentation for external parties (Service Canada, Legal, etc.)
• Order all office supplies.
• Process mail and couriers, as needed.
• Monitor and track employee attendance and time records.
• Address discrepancies and work with relevant departments to resolve issues.
• Maintain accurate and up-to-date records related to payroll, benefits, and other administrative matters.

Facts about the Job

• The role is primarily office-based, requiring extended periods of time working at a computer, and collaborating with colleagues in an open and dynamic office environment.
• The schedule typically follows standard business hours, Monday to Friday. This role may require flexibility during peak times, especially around payroll processing deadlines (i.e. may have to work a Saturday to process payroll when payroll institutions are closed on a statutory holiday)

• High school diploma or equivalent; additional education or certification in payroll or administration is a plus
• 3+ years of experience in a payroll and administrative assistant or similar role
• Experience processing end-to-end payroll, including resolving payroll and timekeeping discrepancies
• Familiarity with payroll software and systems.
• Proficiency with Mac-based applications, particularly Numbers
• Strong knowledge of provincial and federal payroll legislation
• Knowledge of Canadian payroll compliance, including CRA payroll deductions and remittances
• Experience preparing Records of Employment (ROEs) and T4/T4A year-end reporting
• English proficiency
• Ability to handle information with strict confidentiality
• Excellent organizational and time-management skills, able to handle multiple tasks concurrently.
• High level of accuracy and attention to detail
• Strong communication and interpersonal skills
• Legally authorized to work in Canada
• Availability to work a Saturday around statutory holidays during peak payroll periods

• Competitive salary of $55,000–$65,000/year based on experience
• Full-time hours
• Dental care
• Extended health care
• RRSP match
• Vision care
• Opportunity to grow within the Company
• Ongoing training and development