Administrative & Office Manager

Win at Wilsonart

At Wilsonart, we don't just make surfaces—we build careers. When you join our team, you become part of something bigger: a company driven by innovation, grounded in values, and powered by people who care.

You'll be surrounded by teammates who take pride in their work and look out for one another. You'll have the chance to learn, grow and make a real impact. And you'll be part of a company that believes winning means helping you succeed at work and in life.

We're looking for people who are ready to learn, ready to lead and ready to make a difference. If that sounds like you, you can win at Wilsonart.

Position Overview

The Administrative & Office Manager is a key on-site support role responsible for ensuring smooth day-to-day operations across the office. This position oversees administrative functions, coordinates payroll and timekeeping, supports basic human resources processes, and provides essential accounting and finance support.

The ideal candidate is detail-oriented, highly organized, professional, and comfortable managing a wide range of responsibilities in a fast-paced environment.

Key Responsibilities

Administrative & Office Management (30%)

• Serve as the primary point of contact for general office inquiries and vendor relationships.
• Manage office supplies, equipment, and facility needs, including coordinating maintenance or repairs.
• Support scheduling, meeting coordination, travel arrangements, and company events.
• Maintain organized filing systems, documentation, and office records.
• Ensure the office environment is professional, safe, and well-maintained.

Payroll & Timekeeping (25%)

• Manage employee timekeeping processes, ensuring accurate and timely entry, approvals, and corrections.
• Prepare and submit payroll data for processing in accordance with Canadian payroll standards and provincial regulations.
• Review payroll reports for accuracy and follow up to resolve discrepancies.
• Compile summaries of payroll earnings, taxes, deductions, and nontaxable wages, and generate reports for Wilsonart Western Canada management review.
• Prepare monthly employee and employer payroll taxes and benefits to be settled for payment by the business, as coordinated with accounting.
• Support tracking of vacation, sick time, and other leave entitlements.

Human Resources Support (20%)

• Assist with employee onboarding, orientation, and offboarding processes.
• Maintain employee personnel files and ensure confidentiality of sensitive information.
• Support benefits administration, responding to employee inquiries and assisting with enrollments or changes.
• Assist with HR compliance tasks, including documentation, training records, and policy updates.
• Help coordinate recruitment activities such as posting jobs, screening resumes, and scheduling interviews.

Accounting & Finance Support (25%)

• Serve as a frontline contact and liaison to Wilsonart for the provision of shared services accounting support

o Assist with new vendor/supplier setup in Oracle R12, coordinating with those involved in Wilsonart Western Canada procurement/purchasing and the and Shared Services Team in Temple, Texas.

o Process vendor invoices ensuring they are timely gathered, coded and delivered to shared services.

o Work with Distribution Controller and shared services to ensure transactions and any obligations incurred for goods/services received are appropriately recognized.

o As needed, monitor the status of customer payment application working with the Wilsonart Distribution Controller, shared services, customer services representatives and customers to address questions.

o Assist with new customer set up through credit application review and creation of customer account in INFOR

o Facilitate monthly reconciliations and accounting inquiries, where necessary

o Participate in multiple internal control processes including but not limited to those pertaining to periodic pay runs, CAPEX requisitioning, and securing approvals under the Company's delegation of authority.

Work with the Wilsonart Distribution Controller to:

• Schedule, prepare and report financial data in the periodic Manager meetings.
• As needed, assist with year-end audit preparation and documentation.
• Verify the appropriate recognition of automated payroll accounting entries.
• Assist in ad hoc requests.

Qualifications

• 3–5 years of experience in an administrative, office management, payroll, or HR support role.
• Experience with Canadian payroll systems and Alberta employment standards is strongly preferred.
• Basic accounting or bookkeeping experience required.
• Proficiency with MS Office (Excel, Word, Outlook); experience with HRIS or payroll software an asset.
• Strong attention to detail, accuracy, and confidentiality.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities and work independently with minimal supervision.

Key Competencies

• Organization & Prioritization: Ability to manage diverse responsibilities effectively.
• Customer Service Mindset: Friendly, professional, and responsive to employee needs.
• Integrity & Discretion: Handles sensitive information with the highest level of confidentiality.
• Problem-Solving: Resourceful and proactive in identifying solutions.
• Adaptability: Comfortable working in a growing or changing environment.

Working Conditions

• On-site position based at the Calgary office.
• Standard business hours with occasional flexibility required.

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. At Wilsonart, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $80,000 - $95,000.