Payroll Specialist and HR Coordinator

We are seeking a highly organized and detail-oriented Payroll Specialist and HR Coordinator to join our growing team. This is a payroll-led role with full ownership of the accurate and timely administration of payroll, benefits, and pension programs. The position also provides HR coordination support in the areas of recruitment, onboarding, and reporting.

The successful candidate will have strong full-cycle payroll knowledge, excellent attention to detail, and the ability to manage confidential employee information with professionalism and discretion. This role works closely with Human Resources and Finance to ensure payroll and employee information is accurate, properly documented, and aligned across CReATe clinics and entities.

The ideal candidate will have experience with ADP or a comparable payroll platform, benefits and pension administration, and strong Microsoft Excel skills.

Key Responsibilities:

Payroll Administration

• Own and process full-cycle biweekly payroll for hourly and salaried employees across multiple CReATe clinics and entities.
• Ensure payroll is processed accurately, on time, and in compliance with applicable legislative and statutory requirements.
• Maintain accurate payroll records and ensure all payroll changes are properly authorized, documented, and entered within required timelines.
• Process new hires, terminations, salary and wage changes, leaves of absence, vacation, bonuses, retroactive payments, and other payroll adjustments.
• Review payroll inputs and outputs, identify discrepancies, and complete required corrections before payroll is finalized.
• Calculate and process adjustments related to earnings, deductions, taxable benefits, vacation, leaves, and employee status changes.
• Issue Records of Employment accurately and within required timelines.
• Investigate and resolve payroll discrepancies and employee inquiries in a timely and professional manner.
• Maintain accurate and confidential payroll documentation and records.
• Identify opportunities to strengthen payroll controls, documentation, and processes.

Benefits and Pension Administration

• Administer the company’s group benefits plans, including employee enrolments, changes, terminations, and ongoing updates.
• Administer the company’s HOOPP pension plan, including enrolments, contributions, leaves, changes, terminations, and required reporting.
• Ensure benefits and pension deductions are accurately reflected in payroll.
• Reconcile payroll deductions and employer contributions against benefits and pension records.
• Communicate with employees regarding eligibility, enrolment, coverage, deductions, and other benefits or pension-related questions.
• Work with external benefits and pension providers to resolve discrepancies and maintain accurate employee records.

Payroll Compliance, Reconciliation, and Year-End Processing

• Prepare and submit monthly WSIB filings.
• Support annual EHT, WSIB, benefits, and pension reconciliations.
• Prepare and issue T4s and T4As and complete required year-end payroll reporting and reconciliation.
• Reconcile payroll-related accounts and ensure payroll records align with the general ledger and supporting documentation.
• Work with Finance to investigate and resolve payroll accounting discrepancies.
• Maintain payroll documentation required for internal reviews, audits, and statutory reporting.
• Monitor payroll requirements and support ongoing compliance with applicable legislation and company policies.

Onboarding and Employee Set-Up

• Coordinate reference checks and other pre-employment requirements for selected candidates.
• Coordinate the administrative onboarding process for new employees.
• Collect and review new-hire documentation to ensure all required information is complete before the employee’s start date.
• Complete new employee setup in ADP, payroll, benefits, HOOPP, and other applicable systems.
• Coordinate system access and onboarding requirements with the appropriate internal departments.
• Provide new employees with required employment information, forms, policies, and onboarding materials.
• Coordinate orientation activities and track the completion of required onboarding documentation and mandatory training.
• Maintain accurate and up-to-date electronic employee files.
• Support employee offboarding by processing final payroll, benefits and pension changes, Records of Employment, and related documentation.

HR and Payroll Reporting

• Prepare recurring and ad hoc payroll and HR reports for the HR Manager, Finance, and senior management.
• Maintain and report on employee headcount, turnover, vacancies, recruitment activity, compensation changes, leaves, vacation, benefits, pension participation, and other workforce information.
• Review employee and payroll data for accuracy and investigate discrepancies before reports are issued.
• Support payroll, benefits, pension, financial, and organizational audits by preparing requested records and reports.
• Assist with the development and maintenance of standardized payroll and HR reporting processes.
• Maintain confidentiality and appropriate controls when preparing, storing, and distributing employee information.

Education and Experience

• Minimum of three to five years of payroll experience, including responsibility for full-cycle payroll processing.
• Experience supporting onboarding, or HR administration is preferred.
• Diploma or degree in Payroll, Human Resources, Accounting, Business Administration, or a related field is preferred.
• Payroll Compliance Professional designation, or progress toward the designation, is required.
• Experience processing payroll in a multi-site or multi-entity organization is strongly preferred.
• Experience with ADP Workforce Now is required.
• Experience administering group benefits and pension plans is required.
• Experience with HOOPP is considered a strong asset.
• Experience with payroll reconciliation and year-end processing is required.

Technical Skills

• Strong working knowledge of full-cycle payroll processes and applicable payroll requirements.
• Strong understanding of payroll deductions, taxable benefits, vacation, statutory leaves, Records of Employment, and year-end reporting.
• Strong proficiency in Microsoft Excel, including the ability to organize, reconcile, and analyze payroll and employee data.
• Proficiency in Microsoft Word, Outlook, and other standard business applications.
• Experience working with HRIS, payroll, benefits, pension, and employee management systems.
• Experience working with accounting or enterprise resource planning systems is an asset.