Compliance Validation Specialist

We are seeking an analytical, detail-oriented Administrative & Compliance Coordinator for a 6-month temporary engagement. Operating within our ISO Governance framework, this role provides dedicated administrative and data reconciliation oversight for complex public sector accounts.

The primary objective is to bridge the gap between weekly payroll and monthly client billing. You will manage timecard validation, perform multi-system reconciliations, enforce ISO compliance protocols, and maintain clean audit trails before invoices are generated. This position requires advanced proficiency in Microsoft Excel (including macros), comfort leveraging AI tools (e.g., Gemini) for data verification, and strong professional communication skills to manage client and field queries.

Advantages
Key Advantages & What We Offer
High-Impact, Audit-Critical Work: Take full ownership of reconciling dual-cycle timekeeping systems for complex public sector accounts, directly preventing billing leakage and ensuring 100% data integrity.

Modernized Workflows: Work in an environment that actively encourages technical innovation—leverage custom Excel automation (VBA/macros) and generative AI assistants (e.g., Gemini) to streamline routine audits and anomaly detection.

Rigorous Governance Experience: Gain resume-building exposure to structured ISO quality management frameworks and standard operating procedures (SOPs).

Cross-Functional Visibility: Collaborate daily with Account Managers, Field Services, and Finance to solve real-time billing exceptions and build clean operational processes.

Predictable, Structured Engagement: A well-defined 6-month contract with established monthly billing rhythms, clear performance metrics, and dedicated operational support.

Responsibilities
Timesheet Validation & Data Matching

Monitor and manage dedicated inbox to track, audit, and organize incoming weekly and monthly timecards across ~100 contractors.

Reconcile weekly payroll timecards (OTS) against monthly client-signed deliverable timecards to ensure 100% accuracy in hours, rates, and PO allocations.

Actively chase missing client-signed timecards, approvals, and PO documentation prior to month-end billing deadlines.

Review and execute internal timesheet sign-offs, ensuring all operational approvals are completed before invoice generation.

Excel Automation & AI-Assisted Auditing

Utilize and build Microsoft Excel macros, advanced lookup functions (VLOOKUP/XLOOKUP), and Pivot Tables to cross-reference large datasets and spot discrepancies.

Leverage AI tools (e.g., Gemini) to streamline document checks, summarize data anomalies, and assist in administrative tracking workflows.

Identify partial billing errors, rate mismatches, and duplicate time entries prior to client submission.

ISO Governance, Compliance & Reporting

Maintain comprehensive, traceable audit trails for all timesheet adjustments, overrides, and approvals in accordance with internal ISO quality management standards.

Generate regular administrative status reports and logs tracking timecard collection progress, outstanding approvals, and invoice readiness.

Collaborate closely with internal Account Managers, Field Services, and Finance teams to resolve billing disputes and missing onboarding paperwork.

System Approver & Inbox Automation: Act as a dedicated/backup timecard approver in the system (taking over operational sign-offs previously handled by sales/account managers).

Qualifications
Experience: 3+ years in a administrative, clerical accounting, or timekeeping/billing support role.

Advanced Excel Capabilities: Demonstrated capability writing or executing Excel macros (VBA/Scripts), complex formulas, and data reconciliation models.

AI Tooling: Experience using AI assistants (such as Gemini) for data spot-checking, workflow efficiency, or administrative drafting.

Math & Numerical Accuracy: Exceptional eye for detail, numerical accuracy, and spot-checking high-volume spreadsheets.

Process & Compliance Mindset: Background working within structured compliance frameworks, standard operating procedures (SOPs), or ISO-certified environments.

Communication & Professionalism: Strong written and verbal communication skills for cross-departmental coordination and professional client-facing interactions.

Preferred Qualifications
Prior experience with public sector, government agency, or municipal billing workflows in Canada.

Experience handling dual time-tracking models (weekly internal payroll vs. monthly client deliverables).

Summary
We are seeking a detail-driven Administrative & Compliance Coordinator for a 6-month contract to oversee data reconciliation, timecard auditing, and operational compliance across high-volume public sector accounts. Operating within our structured ISO Governance framework, this role serves as the critical bridge between weekly internal payroll and monthly client billing cycles.

You will manage end-to-end timecard validation for ~100 contractors, automate discrepancy checks using advanced Excel macros and AI tools (such as Gemini), and maintain audit-ready documentation prior to final invoice release. This is an ideal opportunity for a systems-minded professional with strong numerical precision who thrives at the intersection of clerical accounting, process compliance, and cross-departmental coordination.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.

This posting is for existing and upcoming vacancies.