Payroll & Benefits Admin

Payroll & Benefits Administrator
About Us

We are a growing technology company operating across multiple jurisdictions in Canada and the United States, dedicated to building an agile, high-performing team. As our organization expands, we are seeking a detail-oriented Payroll & Benefits Administrator to ensure accuracy, compliance, and exceptional employee support across all payroll and benefits functions.

Position Overview

The Payroll & Benefits Administrator plays a key role in processing semi-monthly payrolls, maintaining accurate employee and compensation data, and ensuring compliance with Canadian and U.S. payroll regulations.
This role also supports the administration of employee benefits, pension plans, and wellness programs — contributing to continuous process improvement in a dynamic, fast-paced environment.

Key Responsibilities
Payroll Administration

• Enter and verify employee data changes in HRIS/payroll systems (new hires, terminations, address changes, direct deposit details, tax forms).

• Coordinate and administer semi-monthly payrolls for Canadian and U.S. employees, ensuring accuracy and compliance with jurisdictional laws.

• Run and review pre-payroll and off-cycle payroll reports in collaboration with the Payroll & Benefits Lead.

• Prepare all supporting documentation for terminated employees for review.

• Collect and validate timesheets/hours worked; support reconciliations to identify and resolve discrepancies.

• Maintain accurate employee and compensation data in payroll and HRIS systems.

• Assist in preparing annual tax documentation (T4s, W-2s, ROEs, etc.) and year-end reporting.

• Generate standard payroll and journal entry reports for review.

• Respond promptly and professionally to employee payroll inquiries.

• Prepare responses for Unemployment Insurance and workers' compensation requests and audits.

• Support reconciliation and balancing of payroll taxes across Canada and the U.S.

Benefits & Pension Administration

• Process day-to-day benefits transactions (new enrollments, life event updates, terminations).

• Liaise with benefits providers for standard requests such as ID cards and coverage confirmations.

• Assist in coordinating wellness initiatives and employee communications related to benefits.

• Support employees with routine benefits inquiries and enrollment processes.

• Maintain accurate benefits documentation and records in relevant systems.

• Coordinate new hire and open enrollment logistics (materials distribution, scheduling sessions).

• Reconcile benefit invoices for Canada and U.S. plans; prepare journal entries for review.

• Support pension administration, including creation and upload of contribution files to providers.

• Maintain time-off accruals (vacation, time in lieu, borrowing, etc.) and conduct routine audits.

• Support leave management processes (maternity, medical, etc.) in partnership with HR and Payroll/Benefits leadership.

Data, Reporting & Systems

• Maintain accuracy and synchronization between HRIS, payroll, and benefits systems.

• Generate regular reports on headcount, payroll costs, benefit utilization, and leave balances.

• Prepare data for audits, government filings, and internal reviews.

• Identify and recommend process improvements to enhance efficiency and compliance.

• Maintain strict confidentiality and adhere to data privacy standards.

Qualifications

• Diploma or post-secondary degree in Human Resources, Accounting, Payroll, Business Administration, or a related field.

• 3–5 years of experience in payroll and benefits administration, ideally across both Canada and the U.S.

• Working knowledge of payroll legislation, tax compliance, and employment standards.

• Experience using HRIS/payroll systems (e.g., ADP, BambooHR, or similar).

• Demonstrated experience in full-cycle payroll.

• Experience managing benefits, pensions, and wellness programs.

• Payroll Compliance Practitioner (PCP) designation or equivalent is an asset.

• Proficiency with Microsoft Office (Excel); experience with Slack, SharePoint, or workflow tools is an asset.

Skills & Attributes

• High attention to detail, accuracy, and organization.

• Strong analytical and problem-solving abilities.

• Excellent interpersonal and customer service skills, leading with empathy and professionalism.

• Discreet and professional in handling sensitive payroll and employee data.

• Ability to manage competing priorities in a fast-paced environment.

• Technically proficient and comfortable with HR and payroll systems.

• Collaborative team player with a continuous improvement mindset.

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