Payroll & Office Administration Coordinator

Employment Professionals Canada; Welland; On-site; CAD 41,000 - 47,000; Full time

Benefits offered by this job

Annual bonus

Full benefits after 90 days

Job summary

Employment Professionals Canada is seeking a Payroll & Office Administration Coordinator to manage day-to-day payroll, financials, and office functions. You will coordinate payroll, A/P and A/R, invoicing, and work with external accountants and IT providers to keep records accurate and compliant.

The role emphasizes organization, confidentiality, and proactive problem-solving, with chances to support vendor management and employee administration. Weekdays, 8am–4pm, CAD hourly wage offered.

Qualifications

• 3+ years of payroll, bookkeeping, accounting administration, or similar experience
• Payroll/accounting designation or formal training
• Hands-on payroll processing and remittances experience
• Experience with full-cycle payroll and payroll remittances
• Strong understanding of accounts payable/receivable
• Experience with WSIB, HST/GST, source deductions, and other remittances
• Experience coordinating employee benefits and corporate insurance
• Experience with Sage or QuickBooks or similar accounting software
• Strong attention to detail and accuracy in payroll/financial records
• Excellent organizational and time-management skills, with multi-deadline capability
• Strong written and verbal communication skills
• Proficiency with Microsoft Excel, Microsoft 365, email and cloud systems
• Confidential handling of employee and financial data
• Comfortable working with external accountants, IT, insurance providers, and partners

Responsibilities

• Payroll coordination, remittances, and data submission
• Accounts payable and accounts receivable management
• Process invoices and payments; financial reporting
• Prepare financial documentation for external accountants
• Year-end documentation preparation for accountants
• Coordinate office operations and vendor relationships
• Maintain organized records and digital filing systems
• Support insurance documentation and compliance tracking
• Assist with WSIB, GST/HST remittances
• Support team engagement activities and internal communications

Skills

Payroll processing

Accounts payable/receivable

Financial administration

Microsoft Excel

Microsoft 365

Education

Payroll/accounting designation or formal training

Tools

Sage

QuickBooks

Excel

SharePoint / OneDrive

Job description

A growing marine service company with a strong reputation for quality, reliability, and attention to detail. As their business continues to grow, they are looking for an experienced Payroll & Office Administration Coordinator to support the administrative and financial functions that keep our team and business running smoothly. This role works closely with management, employees, customers, suppliers, and external service providers to ensure payroll, financial administration, records, compliance, and office functions are handled accurately and on time.

The Opportunity

The Payroll & Office Administration Coordinator will coordinate day-to-day payroll, financial, and administrative functions that support the business. This role is ideal for someone who is organized, detail-oriented, proactive, and dependable. Responsibilities include payroll, accounts payable and receivable, invoices and payments, financial documentation, vendor coordination, and employee administration. You’ll also work with external accounting, IT, insurance, and other service providers. This is a varied role that requires strong organization, confidentiality, attention to detail, and the ability to manage priorities and follow through. They are looking for someone who takes initiative, works well independently, and helps keep things organized and moving forward.

Financial Coordination

• Responsible for accounts payable and accounts receivable
• Review and process payroll, remittance and data submission
• Provide customer service and communication related to accounts payable and receivable
• Submit and monitor invoices, payments, and financial reporting
• Prepare and organize financial documentation for external accountants
• Prepare documentation for year end submissions to accountants
• Follow up on outstanding invoices and assist with general financial administration

Operations & Administration

• Coordinate day-to-day office operations and general administrative functions
• Manage relationships with vendors, including utilities, telecommunications, service providers, and parts suppliers
• Order approved office supplies and coordinate internal requests
• Support internal communication, documentation, and administrative processes
• Maintain organized business records and documentation

Systems & Technology

• Support act as the primary internal contact for the external IT service provider
• Maintain organized digital filing systems, including SharePoint and OneDrive
• Help ensure business information and documents are easy to access and properly maintained

Compliance & Business Coordination

• Assist with insurance documentation, renewals, and related administrative requirements
• Support compliance tracking, including WSIB and employee training
• Coordinate documentation and records required for various business needs
• Help ensure important deadlines, renewals, and requirements are tracked and followed up on

Team Culture & Engagement

• Organize team lunches, staff events, and other occasional activities
• Track birthdays, milestones, and employee recognition moments
• Help create a positive, organized, and supportive workplace
• Contribute to a team environment where people feel valued and connected

Qualifications

What They Are Looking For

• 3+ years of experience in payroll, bookkeeping, accounting administration, or a similar role
• Payroll/accounting designation or formal training
• Hands-on experience processing payroll and coordinating payroll remittances
• Experience with full-cycle payroll
• Strong understanding of accounts payable and accounts receivable
• Experience with WSIB, HST/GST, source deductions, and other payroll or government remittances
• Experience coordinating employee benefits and corporate insurance
• Experience with accounting software such as Sage, QuickBooks, or similar
• Strong attention to detail and accuracy, particularly with payroll and financial records
• Excellent organizational and time-management skills, with the ability to manage multiple deadlines
• Strong written and verbal communication skills
• Excellent follow-through and the ability to independently identify and address outstanding items
• Proficiency with Microsoft Excel, Microsoft 365, email, and cloud-based systems
• Ability to handle confidential employee and financial information with discretion
• Comfortable working with external accountants, IT providers, insurance providers, and other business partners

Shifts: Weekdays, 8am to 4pm

Wage: $30 to $34/hr, based on experience. Annual bonus for the end of 2027.

Benefits: full benefits after 90 days

Please let us know of any accommodations required in preparation of your interview as per the Accessibility for Ontarians with Disabilities Act.

Employment Professionals Canada is an equal opportunity employer.