Payroll & Accounting Administrator

About Heritage Business Interiors (HBI)

Heritage Business Interiors (HBI) is a premier commercial interiors furniture dealership, serving its diverse customer base since 1987, HBI delivers tailored workplace solutions that balance functionality, style, and sustainability.

As a full-service dealership, we manage complete office design project lifecycles—from space planning and product selection to delivery, installation, and ongoing move management. Recognized seven times as a Haworth Best in Class Preferred Dealer, HBI partners with over 30 leading manufacturers to execute every project with precision, craftsmanship, and professionalism.

Position Overview

We are seeking a detail-oriented, organized, and dedicated Payroll & Accounting Administrator to join our finance team in Calgary. Reporting directly to the Chief Financial Officer (CFO), this role is essential to maintaining operational efficiency and financial integrity across our team of ~33 employees.

In this hands-on, dual-focus position, you will take complete ownership of full-cycle bi-monthly payroll processing in ADP, sales commission calculations, benefits administration, general ledger reconciliations, and routine journal entries. Working in a tight-knit office environment, you will handle confidential financial and employee data with utmost discretion while collaborating effectively across internal management and external vendors.

Key Responsibilities

Full-Cycle Payroll, ADP & Benefits

• Payroll Execution: Manage end-to-end, bi-monthly payroll processing for salaried and commissioned employees accurately and on time as the primary administrator.
• ADP System Management: Maintain accurate employee profiles, pay rules, schedules, banking in ADP.
• Commissions & Adjustments: Calculate and verify sales commissions, bonuses, and special pay adjustments against sales agreements and approved documentation.
• Benefits Administration: Oversee Beneva group benefit enrollments, terminations, coverage changes, invoice reconciliations, and employee inquiries.
• Payroll Compliance: Manage statutory remittances (CPP, EI, Income Tax), WCB reporting, year-end forms (T4s, ROEs), and payroll reconciliations.

General Ledger & Staff Accounting

• Payroll Ledger Entries: Ensure accurate recording and allocation of wages, tax liabilities, and benefit expenses for each pay period.
• Reconciliations & Journal Entries: Complete monthly bank reconciliations, general ledger reviews, recurring journal entries, commission accruals, and prepaid schedules.
• Cross-Functional Support: Provide coverage and support for Accounts Payable (AP) and Accounts Receivable (AR) functions as needed in a collaborative team setting.

Year-End Support & Workflow Improvement

• Year-End Audit Support: Prepare working papers and supporting documentation for external year-end reviews.
• Process Optimization: Identify opportunities to improve payroll workflows and controls while maintaining compliance with Canadian accounting standards (ASPE), Alberta Employment Standards, and CRA regulations.

Candidate Qualifications

• Experience:
  • 2–3 years of hands-on full-cycle Canadian payroll administration.
  • 2–3 years of general ledger accounting experience (concurrent experience welcome).
  • Experience in a small-to-medium business, dealership, or distribution environment is strongly preferred.
• Education: Diploma or Degree in Accounting, Finance, or Business Administration (or equivalent practical experience).
• Technical Skills:
  • Direct hands-on administration of ADP payroll and timekeeping modules.
  • Strong Microsoft Excel skills (VLOOKUPs, SUMIFs, pivot tables, spreadsheet reconciliations).
  • Experience with Beneva or similar group benefits management platforms.
  • Solid working knowledge of Alberta Employment Standards, CRA payroll regulations, and Canadian accounting principles.

• Key Attributes: High degree of personal integrity handling confidential data, exceptional attention to detail, strong problem-solving skills, and comfort wearing multiple hats in a small-office environment.

Preferred

• Designation: Payroll Compliance Practitioner (PCP) designation or active enrollment in the program.

What We Offer

• Competitive compensation aligned with experience.
• Comprehensive health, dental, and vision benefit plan.
• Paid annual winter holiday closure between Christmas and New Year’s Day.
• Stability within an established market-leading organization.