Payroll Administrator

Job description

We are looking for a Payroll Administrator to join our accounting team and support accurate, timely payroll processing, along with some day-to-day accounting and administrative tasks.

About Total Group of Companies

Total Group of Companies Inc. is a growing Canadian company providing specialized services across four divisions: Fire, Rescue, Medical, and HSE. With operations supporting clients across Canada, our team continues to grow as we expand our services and capabilities.

This position is well suited to someone who is highly organized, detail-oriented, comfortable working with numbers, and able to manage competing priorities in a fast-paced environment. The successful candidate will play an important role in supporting payroll processes, reviewing information for accuracy, identifying discrepancies, and helping ensure payroll information is complete and submitted on time.

Total Group of Companies is committed to providing an inclusive workplace and welcomes qualified applicants from diverse backgrounds and experiences.

Key Responsibilities

Payroll Administration

• Process bi-weekly payroll accurately and on time for hourly, day-rate, and salaried employees.

• Review employee timesheets for accuracy, including regular hours, overtime, vacation, sick time, and other applicable entries.

• Ensure payroll information is properly entered, reviewed, and approved within the payroll/HR system.

• Maintain accurate employee payroll records and process changes to compensation, deductions, banking information, and employment status.

• Complete payroll reconciliations and investigate and resolve discrepancies.

• Prepare and maintain payroll-related reports.

• Assist with year-end payroll requirements, including T4s, T4As, ROEs, and other applicable filings.

• Ensure payroll processes comply with applicable federal and provincial requirements.

• Work with managers and employees to resolve payroll-related questions and issues.

• Follow up on missing or incomplete payroll information to ensure deadlines are met.

• Maintain accurate and confidential payroll documentation and records.

Accounting & Administrative Support

While payroll will be the primary focus of this position, the Payroll Administrator will also provide support to the accounting team as required. This may include:

• Processing employee expenses, credit card transactions, invoices, and other accounting entries.

• Assisting with accounts payable and accounts receivable tasks.

• Assisting with bank, credit card, and account reconciliations.

• Maintaining organized accounting records and supporting documentation.

• Assisting with data entry, reporting, and other accounting-related tasks.

• Providing administrative support to the Controller and accounting team as required.

General Responsibilities

• Maintain confidentiality of employee, payroll, and financial information.

• Work collaboratively with operations, management, and other departments to ensure required information is accurate and received on time.

• Identify payroll discrepancies and take initiative to investigate and resolve them.

• Help identify opportunities to improve payroll processes and efficiency.

• Take on additional payroll, accounting, and administrative responsibilities as required.

What We Offer

At Total Group of Companies, we believe our people are an important part of our continued success. We offer:

• Competitive compensation based on experience.

• Full-time, stable employment with a growing Canadian company.

• A supportive, collaborative work environment.

• Opportunities to learn, grow, and take on new responsibilities.

• Exposure to payroll, accounting, and business operations.

The Ideal Candidate

We are looking for someone who doesn’t simply process numbers — they understand the importance of getting the details right.

You are someone who:

• Takes pride in accurate, organized work.

• Notices when something doesn’t look right and investigates it.

• Works well with deadlines and changing priorities.

• Takes ownership and follows tasks through to completion.

• Communicates clearly and asks questions when information is unclear.

• Looks for practical ways to improve processes and efficiency.

• Can work independently while contributing to a busy, collaborative team.

If you are looking for an opportunity to take ownership of payroll within a growing organization while gaining some additional exposure to accounting and business operations, we would love to hear from you.

Job requirements

Qualifications & Skills

The successful candidate will have:

• 2+ years of experience in payroll and administration experience.

• Strong understanding of Canadian payroll processes and requirements.

• Experience working with accounting and payroll/HR software.

• Strong Microsoft Office skills, particularly Excel.

• Excellent attention to detail and a high level of accuracy.

• Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.

• Strong reconciliation, analytical, and problem-solving skills.

• Ability to identify errors or discrepancies and take initiative to resolve them.

• Excellent written and verbal communication skills.

• Ability to work independently while contributing effectively within a team.

• Ability to handle confidential information with professionalism and discretion.

Assets:

• Experience with Xero and Rippling.

• Payroll Compliance Practitioner (PCP) designation or accounting education.

• Experience in a construction, service, field-services, or multi-division environment.

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