Office and Payroll Administrator

About Us

We are a privately owned, group of businesses with operations in real estate investment and management and commercial facility services.

Our real estate group is involved in the acquisition, ownership, management and development of commercial and residential real estate assets. The team works across investments, asset management, financing, property operations and new business opportunities. Our facility services provide maintenance and related services to commercial clients across Ontario and Quebec, with a large field-based workforce and a strong focus on service delivery, operational execution and customer relationships.

The office environment is fast-paced, hands-on and entrepreneurial. This role will work closely with management and will support the administrative infrastructure required to keep the businesses operating efficiently.

Position Overview

We are seeking a highly organized, dependable and detail-oriented Office & Payroll Administrator.

This is a hands-on role covering payroll, HR administration, accounts payable support, data entry, general administration and office management.

The right person will be comfortable managing multiple priorities, maintaining confidential information and ensuring recurring administrative responsibilities are completed accurately and on time.

Key Responsibilities

Payroll & HR Administration

Prepare and process payroll accurately and on schedule.

Review hours, timesheets, overtime, vacation, deductions and other payroll information.

Maintain payroll records and employee information.

Process new hires, terminations and payroll changes.

Investigate and resolve payroll discrepancies.

Maintain employee files and HR documentation.

Coordinate employee onboarding and offboarding.

Prepare employment agreements, employee letters and other HR documents.

Track vacation, sick days, leaves and attendance.

Assist with recruitment administration and interview scheduling.

Maintain benefits and other employee records.

Ensure employee information is complete and up to date.

Maintain confidentiality of employee and company information.

Accounts Payable

Receive, organize and enter vendor invoices.

Verify invoices and supporting documentation.

Code invoices and enter them into the accounting system.

Maintain vendor records.

Reconcile vendor statements and investigate discrepancies.

Follow up internally regarding outstanding approvals.

Assist with preparing payment runs.

Respond to routine vendor inquiries.

Support the accounting team with other AP-related tasks.

Administration & Data Entry

Perform accurate and timely data entry across company systems.

Maintain spreadsheets, databases and administrative records.

Prepare letters, documents and reports as required.

Organize and maintain electronic and physical files.

Assist with collecting documents and following up with employees, vendors and managers.

Support management with administrative projects.

Ensure information entered into company systems is accurate and current.

Office Management

Manage the day-to-day administrative requirements of the office.

Order office supplies and maintain inventory.

Coordinate office vendors, equipment, repairs and service providers.

Maintain an organized and professional office environment.

Coordinate couriers, mail and deliveries.

Assist with meetings and general office logistics.

Manage office-related subscriptions and services.

Act as a central administrative resource for employees and management.

Take ownership of administrative issues and ensure they are resolved.

Assist with special projects as required.

Qualifications

3+ years of experience in payroll, HR administration, office administration, bookkeeping or a similar role.

Hands-on Canadian payroll experience strongly preferred.

Experience with accounts payable and basic accounting processes.

Strong Microsoft Excel, Word and Outlook skills.

Comfortable learning new payroll, accounting and HR systems.

Excellent attention to detail and data-entry accuracy.

Strong organizational and time-management skills.

Ability to manage multiple deadlines and priorities.

Strong written and verbal communication skills.

Comfortable dealing with employees, vendors, managers and senior leadership.

Ability to handle confidential information appropriately.

What We Are Looking For

We are looking for someone who is highly organized, reliable, proactive and comfortable taking ownership.

This person should be able to move easily between payroll, HR, accounting support and general administration, follow up on outstanding items and make sure things get done.

This version gives candidates enough substance to understand the platform without naming the individual companies.

Benefits:

Company events

Dental care

Disability insurance

Discounted or free food

Extended health care

Life insurance

Vision care

Wellness program

Experience:

Payroll: 3 years (required)

Work Location: In person