About WILMAC Construction

Founded in 2020, WILMAC Construction Inc. is a growing Prince Edward Island general contractor specializing in commercial and industrial construction. We are proud to have built a skilled team that works together to deliver high-quality projects across the province.

As our company continues to grow, we are seeking an organized and dependable Payroll, People & Office Operations Coordinator to support our employees and oversee several key administrative and office functions.

The Opportunity

This is a varied, hands-on position for someone who enjoys creating structure, supporting employees, working with people and learning new systems.

The Payroll, People & Office Operations Coordinator will be responsible for payroll, time and attendance, employee onboarding, benefits administration, recruitment coordination, apprenticeship records, employer-side immigration administration, fleet coordination and general office administration. The position will also coordinate employee access to company phones, computers, email and software systems.

As this position is based at WILMAC’s front reception area, the successful candidate will also welcome visitors, receive packages and help ensure the office remains organized and professional. The individual must be comfortable moving between confidential payroll and employee work, systems coordination and everyday reception and administrative responsibilities.

This is not a traditional HR-specialist position. It is a practical coordination role within a growing construction company where responsibilities are varied, priorities can change quickly and all aspects of keeping the office operating effectively are considered important parts of the position.

The successful candidate will become the first point of contact for routine payroll, employee-administration and general office matters and will report to the Business Operations Manager.

Key Responsibilities

Payroll, Timekeeping and Funding Administration

- Review employee timecards for completeness and accuracy.
- Follow up with employees and supervisors regarding missing punches, hours, approvals and other discrepancies.
- Prepare and process payroll accurately and on schedule.
- Maintain employee pay rates, deductions and payroll records.
- Track vacation, sick leave, statutory holidays and other employee leaves.
- Respond to routine payroll and timekeeping questions.
- Prepare payroll reports and assist with year-end payroll requirements.
- Prepare and submit SkillsPEI grant and wage-subsidy applications.
- Maintain records of approved SkillsPEI funding agreements, eligibility requirements and reporting deadlines.
- Prepare and submit wage-subsidy reimbursement claims, including required payroll records and supporting documentation.
- Track outstanding subsidy payments and follow up with SkillsPEI when required.
- Maintain complete and accurate records to support grant and subsidy applications, claims and potential audits.
- Maintain confidentiality and accuracy when handling payroll, funding and employee information.

Employee Administration

- Coordinate employee onboarding and offboarding.
- Collect and maintain employee information, forms and signed acknowledgements.
- Maintain accurate and confidential electronic personnel files.
- Prepare standard employment documents using approved company templates.
- Track probationary periods, benefit eligibility dates, training requirements and employee reviews.
- Coordinate benefit enrolments, terminations and employee information changes.
- Answer routine questions about benefits, vacation, sick leave and established company policies.
- Support the distribution of new and updated policies and track employee acknowledgements.

Apprenticeship Administration

- Register eligible new apprentices with Apprenticeship PEI.
- Maintain accurate records of each apprentice’s registration, trade level and progression.
- Track apprentices’ accumulated trade hours.
- Maintain and assist with the completion of apprenticeship logbooks and record books.
- Obtain required verification and signatures from supervisors or other authorized individuals.
- Track apprenticeship training dates, block-release requirements, examinations and documentation deadlines.
- Communicate with apprentices, supervisors and Apprenticeship PEI regarding required information and outstanding documentation.
- Maintain copies of apprenticeship records and supporting documentation in employee files.

Immigration and AIP Coordination

- Maintain working knowledge of the Atlantic Immigration Program and other immigration pathways relevant to WILMAC employees.




- Coordinate WILMAC’s employer-side responsibilities as a designated employer under the Atlantic Immigration Program.
- Prepare and maintain employer documentation required for AIP endorsement applications.
- Coordinate job offers, settlement-plan documentation and provincial endorsement requirements.
- Track employee work permit, endorsement and immigration-document expiry dates.
- Notify management and affected employees of upcoming deadlines.
- Gather and organize employment records and supporting documents required from WILMAC.
- Provide employees with administrative assistance accessing forms, scanning documents, navigating online services and organizing required information.
- Coordinate with settlement service providers, provincial immigration representatives and authorized immigration professionals when required.
- Maintain confidential and accurate immigration-related employee records.
- Ensure that legal immigration advice and formal representation are referred to an authorized immigration professional.

Recruitment Coordination

- Post approved job advertisements.
- Monitor applications and maintain candidate records.
- Schedule interviews and communicate with applicants.
- Prepare interview and reference-check materials.
- Complete reference checks when requested.
- Prepare approved job offers and onboarding packages.
- Maintain a current list of open positions and recruitment progress.

Systems and Equipment Coordination

- Coordinate new employee email, phone and computer setup.
- Arrange approved access to company systems, including Microsoft 365, ADP, Lumber, Premier and SiteDocs.
- Complete employee system-access changes during onboarding, role changes and offboarding.
- Maintain employee contact, system-access and equipment records.
- Assist employees with routine login and account-access issues.
- Coordinate more complex technical problems with the company’s external IT support.
- Maintain clear onboarding, offboarding and systems-access checklists.

Vehicle and Fleet Administration

- Maintain a current register of company vehicles, drivers and assigned equipment.
- Track vehicle registrations, insurance policies, inspections and renewal dates.
- Coordinate vehicle registrations and insurance additions, changes and cancellations.
- Liaise with the company’s insurance broker regarding vehicle and driver information.
- Maintain vehicle files, including registration, insurance, service and repair records.
- Coordinate and track routine vehicle maintenance, inspections and repairs.
- Notify drivers and management of upcoming maintenance and renewal requirements.
- Coordinate the issuance, cancellation and replacement of company gas cards.
- Maintain gas-card assignments and related records.
- Assist with gathering documentation for vehicle accidents and insurance claims.
- Coordinate with drivers, service providers, dealerships and insurance representatives as required.

General Office and Reception Administration

- Serve as the first point of contact for visitors arriving at the WILMAC office.
- Greet walk-in visitors, employees, subcontractors, vendors and delivery personnel in a friendly and professional manner.
- Determine the nature of each visit and direct the individual to the appropriate employee.
- Receive, document and distribute incoming packages, courier deliveries and other materials.
- Coordinate outgoing courier shipments and package pickups when required.
- Monitor the reception area and help maintain a clean, organized and professional office environment.
- Answer or redirect general office telephone calls and inquiries.
- Monitor general office email or communication channels assigned to the position.
- Receive documents and other information delivered to the office and ensure they reach the appropriate employee.
- Maintain office contact lists, administrative calendars and recurring reminders.
- Coordinate meeting-room bookings and assist with meeting preparation when required.
- Provide general administrative assistance, including scanning, filing, document preparation, data entry and record maintenance.
- Help maintain organized electronic and physical filing systems.
- Direct employee, vendor and subcontractor questions to the appropriate member of the WILMAC team.
- Provide administrative assistance to management and other office employees when priorities permit.




- Approach reception, payroll, employee administration and general office responsibilities with the same level of professionalism and attention to detail.

General People Operations Support

- Maintain recurring payroll, advantages, onboarding, apprenticeship, immigration and fleet-administration calendars.
- Keep administrative procedures, trackers and checklists current.
- Direct employee questions and requests to the appropriate person.
- Support the Business Operations Manager with administrative HR projects.
- Identify opportunities to improve and streamline administrative processes.
- Complete other related payroll and employee-administration duties as required.

Qualifications

- Diploma or degree in business administration, payroll, accounting, human resources, office administration or a related field.
- A combination of relevant education, co-op experience and practical work experience will be considered.
- Two or more years of payroll, HR administration, office administration or business operations experience is preferred.
- Previous experience reviewing timecards or processing payroll is strongly preferred.
- Familiarity with the Atlantic Immigration Program, employer endorsement processes or immigration-related employee administration is strongly preferred.
- Experience maintaining apprenticeship, fleet or other regulated administrative records is an asset.
- Previous reception, customer service or front-office experience is an asset.
- Experience in construction or another fast-paced operational environment is an asset.
- Experience with ADP Workforce Now, payroll software, HR information systems or time-and-attendance platforms is an asset.
- Strong proficiency with Microsoft 365, particularly Outlook, Word and Excel.
- Ability and willingness to learn systems such as Lumber, Premier and SiteDocs.
- Knowledge of PEI employment standards and payroll requirements is an asset.
- Payroll certification or progress toward certification is an asset but not required.
- Valid driver’s licence may be required for occasional vehicle-related administrative duties.

Recent graduates with substantial co-op experience and demonstrated payroll or employee-administration skills are encouraged to apply.

The Right Person

The successful candidate will be:

- Highly organized and attentive to detail.
- Dependable when working with firm payroll and regulatory deadlines.
- Comfortable handling confidential and sensitive information.
- Friendly, approachable and qualified when greeting visitors and responding to inquiries.
- Comfortable working at the front reception area and being the first point of contact for the office.
- Willing to move between payroll, employee support, reception and general administrative responsibilities throughout the day.
- Confident following up with employees and supervisors for missing information.
- Able to manage interruptions while protecting payroll deadlines and confidential work.
- Able to manage several priorities without losing track of details.
- Comfortable learning and working in multiple software systems.
- Resourceful and able to work independently.
- Clear and professional in written and verbal communication.
- Willing to perform a variety of practical administrative duties.
- Interested in improving systems and creating reliable processes.
- Comfortable working in a growing construction company where responsibilities are varied and priorities can change.

Compensation and Benefits

WILMAC Construction offers:

- Annual salary of $55,000–$63,000, based on qualifications and experience.
- Full-time, permanent employment.
- Employer-paid group benefits after three months.
- Paid sick leave in accordance with company policy.
- Vacation entitlement in accordance with the employment agreement and company policy.
- Company-provided laptop and required technology.
- Six-month performance and compensation review.
- Opportunities for professional development and growth as the company expands.

How to Apply

Please submit your résumé and a brief cover letter outlining:

- Your payroll and employee-administration experience.
- The payroll, HR and business systems you have used.
- Any experience with apprenticeship administration, the Atlantic Immigration Program, SkillsPEI funding, fleet coordination or reception work.
- Why a varied payroll, people and office-operations role within a construction company interests you.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

WILMAC Construction Inc. is committed to providing an inclusive workplace and making employment decisions based on qualifications, experience and the requirements of the position.

📌 Payroll, People & Office Operations Coordinator (Charlottetown)
🏢 WILMAC CONSTRUCTION]
📍 Charlottetown