Payroll, People & Office Operations Coordinator

Wilmac-Construction-; Charlottetown; On-site; CAD 55,000 - 63,000; Full time

Job summary

WILMAC Construction Inc. in Charlottetown, PEI, is seeking a Payroll, People & Office Operations Coordinator to support payroll, onboarding, benefits administration, and office systems.

This hands-on role requires organization, attention to detail and the ability to move between confidential payroll tasks and front-desk duties. You will manage timekeeping, funding administration, apprenticeship records, immigration paperwork, and coordination of fleet and software access, reporting to the

Job description

Payroll, People & Office Operations Coordinator

FULT AD

Salary Range: CA$55,000.00 To CA$63,000.00 Annually

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 important 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.
• 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. EOF