Office Administrator / Payroll Administrator

Job Title: Office Administrator / Payroll Administrator

Department: Administration

Location: Ajax, ON

Schedule: Monday to Friday, 8:00 AM – 4:00 PM

Salary: $55,000 – $60,000 per year

Reports To: CFO and Controller

Position Overview

We are seeking an experienced Office Administrator / Payroll Administrator to join our administration team in Ajax, ON. The successful candidate will be responsible for payroll processing, employee records, HR administration, accounts payable/receivable, reporting, and general office administration.

The ideal candidate will have strong HR/Payroll experience, excellent attention to detail, and hands-on experience using EasyPay Payroll Software. Experience with SAGE 300 and general accounting functions is also preferred.

Key Responsibilities

Payroll & Employee Administration

- Prepare and process hourly and salaried payroll accurately and on time.

- Perform payroll data entry and prepare related reports, journal entries, and accruals.

- Update Time Guardian weekly for payroll and prepare daily reports.

- Maintain accurate and up-to-date employee records, including:
- Contact information

- Employee identification

- Wages and compensation

- Performance reviews

- Training records

- Correspondence and disciplinary records

- Other required employee information

- Maintain strict confidentiality of all employee and payroll information.

- Review employee attendance and prepare monthly attendance reports.

- Track and document employee absences and lateness.





- Assist with attendance-related documentation and disciplinary matters.

- Administer group benefits and assist with annual perks reviews and negotiations.

- Prepare year-end payroll documentation, including T4, T4A, T5, EHT, and WSIB requirements.

- Ensure timely processing of federal and provincial payroll taxes and other required employee payments.

- Prepare payroll and personnel reports.

Accounting Responsibilities

- Review and process Accounts Payable invoices accurately and in a timely manner.

- Ensure supplier invoices and payments are properly matched with purchase orders, bills of lading, and receiving documentation.

- Enter Accounts Payable invoices into SAGE 300.

- Process cheques for suppliers, employees, and government institutions.

- Prepare and process bank deposits for payments received by mail.

- Assist with Accounts Receivable, credit applications, and EFT transactions.

- Assist the Controller with month-end activities.

- Enter data for payroll and production reporting.

Office Administration & HR Support

- Prepare legal and confidential correspondence for senior management.

- Assist with compensation policy reviews and annual evaluations.





- Maintain documentation related to collective agreements and attendance policies.

- Answer and direct incoming phone calls.

- Provide general administrative support to the office and assist other departments as required.

- Perform additional duties and assignments as directed by management.

Qualifications & Skills

Must Have

- Hands-on HR/Payroll experience.

- Experience with EasyPay Payroll Software is required.

- Strong knowledge of payroll processing and employee records administration.

- Excellent attention to detail and accuracy.

- Strong written and verbal communication skills.

- Proficiency in data entry and Microsoft Office.

Preferred

- Diploma in Business Administration or equivalent.

- Minimum 3 years of related experience.

- Experience with SAGE 300.

- Experience with MISYS for Windows.

- Basic accounting knowledge.

- Experience supporting HR functions.

- Knowledge of payroll taxes, T4s, T4As, T5s, EHT, and WSIB.

- Experience with benefits administration and attendance management.

Key Performance Objectives

- Maintain accurate and up-to-date employee documentation.

- Ensure zero payroll errors.

- Maintain accurate and current Accounts Payable records.

- Ensure bank deposits are processed and up to date.

- Improve attendance and reduce absenteeism and lateness.

- Maintain compliance with company policies and applicable requirements.

- Minimize payroll and employee-related issues and grievances.

📌 Payroll/Office Administrator (Ontario)
🏢 Pure Staffing Solutions
📍 Ontario