Payroll and Accounting Administrator

Job description

We are looking for a Payroll & Accounting Administrator to join our accounting team and support accurate, timely payroll and day-to-day accounting operations.

About Total Group of Companies

Total Group of Companies Inc. is a growing Canadian company providing specialized services across four divisions: Fire, Rescue, Medical, and HSE . With operations supporting clients across Canada, our team continues to grow as we expand our services and capabilities.

This position is well suited to someone who is highly organized, detail-oriented, comfortable working with numbers, and able to manage competing priorities in a fast-paced environment. The successful candidate will take ownership of their responsibilities, identify discrepancies, and follow through to ensure information is accurate and complete.

Total Group of Companies is committed to providing an inclusive workplace and welcomes qualified applicants from diverse backgrounds and experiences.

Key Responsibilities

Payroll Administration

• Process bi-weekly payroll accurately and on time for hourly, day-rate, and salaried employees.

• Review employee timesheets for accuracy, including regular hours, overtime, vacation, sick time, and other applicable entries.

• Ensure payroll information is properly entered, reviewed, and approved within the payroll/HR system.

• Maintain accurate employee payroll records and process changes to compensation, deductions, banking information, and employment status.

• Assist with payroll reconciliations and investigate and resolve discrepancies.

• Prepare and maintain payroll-related reports.

• Assist with year-end payroll requirements, including T4s, T4As, ROEs, and other applicable filings.

• Ensure payroll processes comply with applicable federal and provincial requirements.

• Work with managers and employees to resolve payroll-related questions and issues.

Accounting Administration

• Process accounts payable invoices, employee expenses, credit card transactions, and other accounting entries.

• Assist with accounts receivable, including invoicing, payment posting, customer account maintenance, and follow-up.

• Perform bank, credit card, and other account reconciliations.

• Assist with month-end accounting procedures, reconciliations, journal entries, accruals, and other accounting adjustments.

• Ensure transactions are accurately coded and allocated to the appropriate account, division, and/or project.

• Monitor outstanding receivables and assist with collection activities.

• Maintain organized and accurate accounting records and supporting documentation.

• Assist with financial reporting and other accounting projects as required.

• Provide accounting and administrative support to the Controller and accounting team.

General Responsibilities

• Maintain confidentiality of employee, payroll, and financial information.

• Work collaboratively with operations, management, and other departments to ensure required information is accurate and received on time.

• Help identify opportunities to improve payroll and accounting processes as the company grows.

• Take on additional accounting and administrative responsibilities as required.
  

What We Offer

At Total Group of Companies, we believe our people are an important part of our continued success. We offer:

• Competitive compensation based on experience and qualifications.

• Full-time, stable employment with a growing Canadian company.

• A collaborative and supportive work environment.

• Opportunities to learn, grow, and take on additional responsibilities.

• The opportunity to work alongside an experienced accounting and management team.

• A varied role with exposure to multiple areas of payroll, accounting, and business operations.

• A workplace that values accountability, teamwork, accuracy, and continuous improvement.

The Ideal Candidate

We are looking for someone who doesn’t simply process numbers — they understand the importance of getting the details right.

You are someone who:

• Takes pride in accurate, organized work.

• Notices when something doesn’t look right and investigates it.

• Works well with deadlines and changing priorities.

• Takes ownership and follows tasks through to completion.

• Communicates clearly and asks questions when information is unclear.

• Looks for practical ways to improve processes and efficiency.

• Can work independently while contributing to a busy, collaborative team.

If you are looking for an opportunity to become an important part of a growing organization and build your skills across both payroll and accounting, we would love to hear from you.

Job requirements

Qualifications & Skills

The successful candidate will have:

• 2+ years of experience in payroll and/or accounting administration.

• Strong understanding of Canadian payroll processes and requirements.

• Experience working with accounting and payroll/HR software.

• Strong Microsoft Office skills, particularly Excel.

• Excellent attention to detail and a high level of accuracy.

• Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.

• Strong reconciliation, analytical, and problem-solving skills.

• Ability to identify errors or discrepancies and take initiative to resolve them.

• Excellent written and verbal communication skills.

• Ability to work independently while contributing effectively within a team.

• Ability to handle confidential information with professionalism and discretion.

Assets:

• Experience with Xero and Rippling .

• Payroll Compliance Practitioner (PCP) designation or accounting education.

• Experience in a construction, service, field-services, or multi-division environment.

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