Job Summary

Job Title: Payroll and Human Resources Coordinator

Department: Human Resources & Finance

Reports To: Controller

Position Type: Full-Time

Position Summary

We are seeking an organized, detail-oriented, and discreet Payroll and HR Coordinator to join our team. In this dual-focus role, you will be responsible for ensuring accurate and timely payroll processing while supporting core human resources functions, including employee onboarding, benefits administration, recordkeeping, and day-to-day HR operations. The ideal candidate possesses a strong eye for numbers, excellent interpersonal skills, and a thorough understanding of labor laws and payroll compliance. Both for our Canadian and US Operations.

Key Responsibilities

Payroll Administration (50%)

- Process Payroll: Manage bi-weekly/semi-monthly payroll processing for all employees using our payroll software, ensuring accuracy and timeliness.
- Data Management: Review and input timesheets, wage adjustments, tax withholding changes, direct deposit details, deductions, garnishments, and bonuses.
- Compliance & Reporting: Ensure compliance with federal, state/provincial, and local tax laws, labor standards, and company policies. Prepare routine and ad-hoc payroll reports for finance and management.
- Audit & Reconciliation: Conduct regular audits of payroll data, resolve discrepancies, and coordinate year-end tax document preparation (e.g., W-2s, T4s, RL1).

Human Resources Operations (50%)

- Onboarding & Offboarding: Coordinate the new hire onboarding process, including drafting offer letters, conducting background checks, managing I-9/eligibility verification, and facilitating orientation. Manage exit interviews and offboarding paperwork.
- Benefits Administration: Assist employees with health, dental, retirement,



and other benefit inquiries; coordinate annual open enrollment and monthly invoice reconciliations.
- Employee Records: Maintain accurate, confidential physical and digital personnel files in the HR Information System (HRIS).
- HR Support: Act as a first point of contact for employee inquiries regarding company policies, advantages, and payroll questions, escalating complex matters to management.
- Performance & Compliance Tracking: Track performance review cycles, training completions, and mandatory compliance logs.

Qualifications & Requirements

- Education: Associate’s or Bachelor’s degree in Human Resources, Business Administration, Accounting, or a related field (or equivalent practical experience).
- Experience: 2+ years of hands-on experience in payroll processing and general human resources administration.
- Technical Proficiency:
- Proven experience with major payroll and HRIS platforms (e.g., ADP, Workday, Gusto, Paychex).
- Advanced proficiency in Microsoft Excel (VLOOKUPs, pivot tables) and Google Workspace.
- Knowledge Base: Working knowledge of federal, provincial, state and local employment laws and standard payroll practices.

Key Competencies & Skills

- High Accuracy & Attention to Detail: Exceptional numerical aptitude and strict adherence to accuracy.
- Discretion & Confidentiality: Ability to handle sensitive employee and financial data with utmost integrity and discretion.
- Communication: Clear, professional verbal and written communication skills with a customer-service-oriented approach.
- Time Management: Strong organizational skills with the ability to manage competing priorities and meet strict, recurring payroll deadlines.

Pay: $75,000.00-$85,000.00 per year

Perks:

- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Profit sharing
- RRSP match
- Vision care

Work Location: In person

📌 Payroll and Human Resources Co-ordinator (Ahuntsic-Cartierville)
🏢 Calko Group
📍 Ahuntsic-Cartierville