Payroll and Benefits Administrator

The Opportunity

Ballad is seeking a detail-oriented and collaborative Payroll & Benefits Administrator to support the accuracy, compliance, and day-to-day administration of our payroll and benefits functions. This role is a key operational support position that works closely with both the Finance and Human Resources teams to ensure employees are paid accurately and on time, benefits are administered smoothly, and records are maintained with a high level of confidentiality and care.

The Payroll & Benefits Administrator plays a critical role in supporting internal teams through strong organization, process discipline, and a service-oriented approach.

This position is based in-person at our downtown Edmonton office.

Key Responsibilities

Payroll Administration

• Prepare and process bi-monthly payroll on the 15th and last day of each month using a cloud-based payroll system, ensuring accuracy and timeliness.
• Collect, verify, and enter payroll data including hours worked, salary changes, bonuses, taxable benefits, and deductions.
• Review payroll reports for accuracy prior to submission and address discrepancies as needed.
• Support year-end payroll activities, including T4 preparation and reconciliation.
• Maintain accurate and up-to-date payroll records in accordance with legislative and organizational requirements.
• Respond to employee payroll inquiries in a professional, timely, and confidential manner.

Benefits Administration

• Review and process vendor invoices to ensure expenses are coded correctly to the appropriate projects and general ledger accounts.
• Prepare and process payments in accordance with approved terms and schedules. 
• Review vendor agreements and related documents to ensure compliance with terms, pricing, and conditions.
• Reconcile vendor statements and investigate, resolve, and document discrepancies or issues. 
• Administer corporate credit cards and support reconciliations by reviewing transactions for proper coding, following up with credit cardholders, approving claims, and resolving discrepancies. 
• Assist with internal and external audits in preparing documentation as needed.

Accounts Payable

• Review and process vendor invoices to ensure expenses are coded correctly to the appropriate projects and general ledger accounts.
• Prepare and process payments in accordance with approved terms and schedules. 
• Review vendor agreements and related documents to ensure compliance with terms, pricing, and conditions.
• Reconcile vendor statements and investigate, resolve, and document discrepancies or issues. 
• Respond to vendor and internal inquiries regarding payables.
• Administering corporate credit cards including issuing and maintenance, ensuring compliance with company policies.
• Support corporate credit card reconciliations by reviewing transactions for proper coding, following up with credit cardholders, approving claims, and resolving discrepancies. 
• Maintain accurate and organized accounts payable records including updating vendor information, payment status, and supporting documentation.
• Assist with internal and external audits in preparing documentation as needed.

Compliance & Reporting

• Ensure payroll and benefits processes comply with applicable employment standards, tax legislation, and organizational policies.
• Support internal and external audits by preparing payroll and benefits documentation as required.
• Generate payroll and benefits reports for Finance and HR, including reconciliations and ad-hoc reporting.
• Assist with tracking vacation, sick time, leaves, and other employee entitlements.

Systems, Processes & Collaboration

• Work closely with Finance to support payroll reconciliations and general ledger accuracy.
• Collaborate with HR to ensure employee records, compensation changes, and benefits information are aligned across systems.
• Identify opportunities for process improvements, automation, or efficiencies within payroll and benefits administration.
• Support documentation of payroll and benefits procedures to ensure consistency and continuity.

Additional Responsibilities

Perform other related duties as assigned to support Finance and HR operations.

Skills & Qualifications

• Post-secondary education or training in Payroll, Accounting, Human Resources, or a related field.
• Payroll certification (e.g., PCP) is considered an asset.
• Experience processing payroll and administering benefits in a multi-employee environment.
• Experience with Paymate payroll software is considered an asset.
• Strong attention to detail and a high level of accuracy.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Proficiency with payroll systems and Microsoft Office (particularly Excel).
• Strong organizational and time-management skills, with the ability to manage recurring deadlines.
• Clear and professional communication skills, with a service-oriented mindset.
• Ability to work collaboratively across teams while managing independent tasks.