About Harvest Manitoba

Harvest Manitoba (“Harvest”) is a charitable organization dedicated to nourishing our communities and our sense of community so that no Manitoban goes hungry. We collect and share 13 million pounds of food every year, which is sorted and packed and distributed to Manitobans through our Community Food Network of more than 380 food banks and agencies in Winnipeg, rural, northern and First Nations communities. Right now, we feed 108,000 Manitobans every month, 49% are children.

Our Food Distribution

Centre, which includes our Community Support Centre and Warehouse, is in our Winnipeg headquarters.

HR & Payroll Coordinator

Location: Winnipeg, Manitoba

Full time, Permanent

Scope: Out of Scope

Position Summary The HR & Payroll Coordinator plays a key role in supporting Harvest Manitoba's people operations by administering payroll, human resources programs, recruitment, benefits administration, HRIS management, employee records, and reporting. The position ensures compliance with employment legislation, collective agreement requirements, organizational policies, and payroll regulations while providing exceptional service to employees and leaders across Harvest.

Reports to: Human Resources Manager

Key Responsibilities:

1. Payroll Administration

- Process accurate bi-weekly payroll for unionized and non-union employees.
- Maintain payroll-related records and documentation in accordance with legislative and organizational requirements.
- Coordinate payroll onboarding and offboarding activities, including employee setup, benefit changes, and final pay processing.
- Reconcile benefit deductions, pension contributions, and payroll-related accounts as required.
- Ensure compliance with payroll legislation, taxation requirements, collective agreement provisions, and organizational policies.
- Conduct payroll audits, including wages, vacation accruals, overtime, premiums, and benefit deductions.
- Process and issue Records of Employment (ROEs) as required.
- Prepare required internal and external payroll reports.
- Support year-end payroll activities including T4 preparation and reconciliation.
- Prepare payroll journal entries and support payroll reconciliations in collaboration with the Finance team.

2. Human Resources Administration

- Maintain accurate, confidential, and up-to-date employee records and files.
- Administer employee onboarding, orientation, and offboarding processes.
- Provide administrative support for employment letters, HR documentation, employee records, and employee communications.
- Administer RRSP enrollment and company matching programs.
- Assist with maintaining HR policies, forms, and templates.
- Assist in the planning and coordination of employee engagement, recognition, wellness, and culture-building initiatives.
- Support the administration and tracking of annual professional development activities.
- Coordinate organizational learning activities, including Lunch & Learn sessions, workshops, and staff development events.
- Assist with employee surveys, engagement initiatives, and other activities that support a positive workplace culture.

3.



Recruitment & Onboarding

- Coordinate recruitment activities, including job postings, resume screening, interview scheduling, reference check coordination, and applicant communications.
- Prepare recruitment and onboarding documentation.
- Coordinate onboarding activities to ensure a positive employee experience for new team members.
- Support hiring managers throughout the recruitment process.

3. HRIS & Reporting

- Maintain employee information in Payworks and related HR systems.
- Support attendance, scheduling, and time-off tracking within the HRIS.
- Maintain employee data, organizational structures, and overall system data integrity.
- Generate regular and ad hoc reports related to attendance, turnover, vacancies, payroll, workforce trends, and other HR metrics.
- Assist in maintaining reporting processes that support organizational decision-making.

4. Labour Relations & Employee Support

- Provide administrative support related to labour relations matters and collective bargaining activities.
- Maintain labour relations files, records, and documentation.
- Assist with meeting scheduling, minute taking, and preparation of supporting materials.
- Support managers with time management and scheduling administration within the HRIS.
- Support the consistent administration of policies, procedures, and collective agreement provisions under the direction of the Human Resources Manager.
- Provide administrative support for workplace investigations and employee relations matters, including documentation management and meeting coordination.

5. Administrative & Operational Support

- Administer employee key card and facility access systems.
- Maintain security access records, alarm codes, and audit reports.
- Support the Finance team with payroll reconciliations and journal entries.
- Coordinate and maintain records of mandatory compliance training, including cybersecurity, privacy, workplace safety, and organizational policy requirements
- Serve as the third-level backup for reception coverage, following designated reception staff, to ensure consistent front desk operations and customer service during absences or peak periods.
- Contribute to special projects and continuous improvement initiatives.

6. Other Duties as Assigned

Education and Experience:

- Diploma or degree in Human Resources Management, Business Administration, Accounting, Payroll Administration, or related field.
- Minimum 3 years of experience in payroll and human resources administration.
- Experience administering payroll in a unionized environment is preferred.
- Working knowledge of Manitoba Employment Standards, payroll legislation, privacy requirements, and labour relations principles.
- Experience using HRIS and payroll systems,



preferably Payworks.
- Strong proficiency with Microsoft 365 applications, particularly Excel and Sharepoint.

Qualities for Success in This Role

- You demonstrate a strong belief in the dignity and worth of all people and bring a respectful, positive, and caring approach to your work.
- You have an interest in, or experience with, issues related to food insecurity, supporting a strong connection to Harvest Manitoba’s mission.
- You maintain the highest level of confidentiality and exercise sound judgment when handling sensitive employee, compensation, labour relations, and organizational information.
- You thrive in a collaborative team environment while also demonstrating the ability to work independently and take ownership of assigned responsibilities.
- You are proactive, solutions-focused, and bring energy, initiative, and curiosity to your work.
- You are committed to fostering an inclusive, safe, and efficient workplace that empowers others to do their best work.
- You are comfortable working with systems, data, and reports, and have a strong attention to accuracy in payroll, HR administration, and record management.
- You hold a valid Manitoba Class 5 driver’s license and capable of travelling throughout the province as necessary.
- You are willing to provide a clear Criminal Record Check and Child Abuse Registry Check as a condition of employment.

Why you should join us

- Opportunity to contribute to a meaningful cause and make a tangible impact in the community.
- A collaborative and mission-driven work environment.
- Professional growth and development opportunities.
- Competitive salary and benefits package.
- Benefits Package
- Dental Package
- Prescription Coverage
- Massage, Physiotherapy Coverage
- Disability Insurance
- Health Spending Account
- Paid Time Off (Vacation, Sick Days, Personal Days)
- Employee Assistance Program (EAP)
- RRSP Company Match Plan
- On-Site Parking

Harvest Manitoba is committed to fostering an inclusive and accessible recruitment process. We strive to remove barriers and ensure equal opportunity for all applicants in a manner that respects dignity, independence, and integration. If you require accommodation at any stage of the application or interview process, please contact us at [email protected], and we will work with you to meet your needs. Evening and weekend shifts will be required as business levels dictate.

We thank all candidates for their interest; however, only those selected for an interview will be contacted.

Expected hours: 40.0 per week

Benefits

- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Wellness program

Application question(s):
- How many years of experience do you have in Human Resources administration?
- Which payroll software have you used professionally?
- How many years of experience do you have administering payroll systems and processing employee payroll?

Work Location: In person

📌 HR/Payroll Coordinator (Winnipeg)
🏢 Harvest Manitoba
📍 Winnipeg