Job Description

JOB TITLE:

Payroll Administrator

REPORTS TO:

Manager, Human Resources and Payroll, with a dotted line to the Director, Accounting

DEPARTMENT:

Human Resources / Finance

LOCATION:

Main Office

EMPLOYMENT TYPE:

Full-time





The Payroll Administrator plays a crucial role in efficiently coordinating and processing all payroll functions while delivering exceptional HR administrative support daily. This position guarantees that employees receive accurate and timely payments, maintains comprehensive HR records, and drives effective recruitment and onboarding processes. It also ensures strict compliance with all employment legislation and company policies.



In addition, the Payroll Administrator expertly manages payroll data across departments and corporate divisions, supports seamless year-end processes, and collaborates closely with the accounting team. They are dedicated to providing responsive and effective support to both employees and managers across the organization.



The ideal candidate is detail-oriented, discreet, and highly organized, with a strong ability to work effectively with numbers and foster positive relationships with people.

KEY RESPONSIBILITIES

Payroll Administration

Prepare and process end-to-end payroll on a bi-weekly basis for all departments and divisions. Act as the primary payroll contact, addressing payroll-related questions from employees and managers in a timely and professional manner. Coordinate with the Manager, Human Resources, on all payroll-related matters. Calculate and process statutory holiday pay in accordance with ESA and internal payroll policies. Verify and audit employee entitlements and maintain comprehensive electronic payroll records - including BambooHR employee profiles, SharePoint, onboarding new hires, direct deposit details, earnings and deductions, employment contracts - to ensure data integrity and compliance with privacy standards. Verify timesheets, hours worked, overtime, vacation, sick time, and other pay elements. Act as the primary payroll contact, addressing payroll-related questions from employees and managers in a timely and professional manner. Calculate and input earnings, deductions, benefits, and taxable items. Reconcile payroll reports and resolve discrepancies promptly. Ensure accurate remittance of statutory deductions (e.g., income tax, CPP, EI, etc.). Prepare Records of Employment (ROEs) and year-end documentation (e.g., T4s or relevant tax forms). Maintain payroll records and support internal and external audits as required. Act as the primary payroll contact, addressing payroll-related questions from employees and managers in a timely and professional manner. Coordinate with the Manager, Human Resources, on all payroll-related matters.

HR Administration & Employee Lifecycle

Maintain accurate and up-to-date employee digital files. Administer the onboarding and offboarding process, support preparing offer letters, employment contracts, and termination documentation. Coordinate new hire orientations, ensuring completion of required forms and enrollment in systems/benefits. Track and manage employee changes (promotions, salary changes, status changes, etc.) and update HRIS/payroll systems. Monitor and maintain attendance and leave records (vacation, sick days, leaves of absence). Responsible for year-end activities, including balancing, adjustments and processing year-end tax forms.

Benefits & Compensation Support

Assist with benefits administration, including enrollments, changes, and terminations. Act as a point of contact for employee questions related to payroll and benefits. Liaise with benefits providers and brokers as needed to resolve issues. Support annual compensation/benefits reviews by providing accurate data and reports.

Compliance & Policy Support

Ensure payroll and HR practices comply with applicable employment standards and legislative requirements. Support the implementation and communication of HR policies, procedures, and guidelines. Assist in maintaining HR documentation such as the employee handbook, policy manuals, and standard forms. Ensure compliance with relevant payroll legislation, including CRA, ESA, and internal policies and procedures to ensure accurate payroll processing and reporting. Liaise with Service Canada to investigate and respond to requests. Ensure annual payroll record retention by preparing, organizing and transferring both physical and electronic files to company archives, in compliance with internal protocols and statutory retention schedules.

Employee Relations & HR Support

Provide frontline HR support by responding to routine questions related to policies, time off, benefits, and payroll. Support HR initiatives such as performance management cycles, training coordination, and engagement activities. Escalate complex employee relations or payroll issues to the Manager, Human Resources and Director, Accounting as appropriate.

Reporting & Systems

Maintain and update HRIS, SharePoint and payroll systems to ensure data integrity. Prepare regular and ad hoc reports (e.g., headcount, turnover, overtime, payroll summaries). Identify opportunities to streamline payroll and HR administrative processes.

QUALIFICATIONS

Post-secondary education in Human Resources, Accounting, Business Administration, or a related field. 5+ years of experience in payroll administration and HR administration. Payroll certification (e.g., PCP or equivalent) is an asset. Familiarity with Sage 50 is preferred; experience working with QuickBooks, SAP or JDE is relevant. Solid understanding of employment standards and payroll legislation in Ontario.

SKILLS & COMPETENCIES

Strong numerical and analytical skills with high attention to detail and accuracy. Excellent organizational and time-management skills; able to meet tight deadlines. Strong interpersonal and communication skills (both written and verbal). High level of professionalism, discretion, and respect for confidentiality. Proficient with MS Office (Excel, Word, Outlook) and HRIS/payroll systems. Problem-solving mindset and ability to work both independently and as part of a team.

WORKING CONDITIONS

Standard office environment on-site. * Periodic extra hours may be required around payroll deadlines, month-end, and year-end.