PayrollOffice Administrator

Job Title: Office Administrator / Payroll Administrator
Department: Administration
Location: Ajax ON
Schedule: Monday to Friday 8:00 AM 4:00 PM
Salary: $55000 $60000 per year
Reports To: CFO and Controller

We are seeking an experienced Office Administrator / Payroll Administrator to join our administration team in Ajax ON. The successful candidate will be responsible for payroll processing employee records HR administration accounts payable/receivable reporting and general office administration.

The ideal candidate will have strong HR/Payroll experience excellent attention to detail and hands-on experience using EasyPay Payroll Software. Experience with SAGE 300 and general accounting functions is also preferred.

• Prepare and process hourly and salaried payroll accurately and on time.

• Perform payroll data entry and prepare related reports journal entries and accruals.

• Update Time Guardian weekly for payroll and prepare daily reports.

• Maintain accurate and up-to-date employee records including:

  • Contact information

  • Employee identification

  • Wages and compensation

  • Performance reviews

  • Training records

  • Correspondence and disciplinary records

  • Other required employee information

• Maintain strict confidentiality of all employee and payroll information.

• Review employee attendance and prepare monthly attendance reports.

• Track and document employee absences and lateness.

• Assist with attendance-related documentation and disciplinary matters.

• Administer group benefits and assist with annual benefits reviews and negotiations.

• Prepare year-end payroll documentation including T4 T4A T5 EHT and WSIB requirements.

• Ensure timely processing of federal and provincial payroll taxes and other required employee payments.

• Prepare payroll and personnel reports.

• Review and process Accounts Payable invoices accurately and in a timely manner.

• Ensure supplier invoices and payments are properly matched with purchase orders bills of lading and receiving documentation.

• Enter Accounts Payable invoices into SAGE 300.

• Process cheques for suppliers employees and government institutions.

• Prepare and process bank deposits for payments received by mail.

• Assist with Accounts Receivable credit applications and EFT transactions.

• Assist the Controller with month-end activities.

• Enter data for payroll and production reporting.

• Prepare legal and confidential correspondence for senior management.

• Assist with compensation policy reviews and annual evaluations.

• Maintain documentation related to collective agreements and attendance policies.

• Answer and direct incoming phone calls.

• Provide general administrative support to the office and assist other departments as required.

• Perform additional duties and assignments as directed by management.

• Hands-on HR/Payroll experience.

• Experience with EasyPay Payroll Software is required.

• Strong knowledge of payroll processing and employee records administration.

• Excellent attention to detail and accuracy.

• Strong written and verbal communication skills.

• Proficiency in data entry and Microsoft Office.

• Diploma in Business Administration or equivalent.

• Minimum 3 years of related experience.

• Experience with SAGE 300.

• Experience with MISYS for Windows.

• Basic accounting knowledge.

• Experience supporting HR functions.

• Knowledge of payroll taxes T4s T4As T5s EHT and WSIB.

• Experience with benefits administration and attendance management.

• Maintain accurate and up-to-date employee documentation.

• Ensure zero payroll errors.

• Maintain accurate and current Accounts Payable records.

• Ensure bank deposits are processed and up to date.

• Improve attendance and reduce absenteeism and lateness.

• Maintain compliance with company policies and applicable requirements.

• Minimize payroll and employee-related issues and grievances.