Payroll Administrator

About the Opportunity

The Payroll Administrator will be responsible for processing weekly and semi-monthly payrolls for multiple staffing, PEO (Professional Employer Organization), and EOR (Employer of Record) clients. Working closely with the Payroll Manager, Controller, CEO, and internal account management teams, this role will ensure accurate and timely payroll processing, regulatory compliance, client reporting, invoicing support, and employee administration.

Payroll Processing and Compliance

• Process accurate and timely weekly payrolls for temporary staffing clients and semi-monthly payrolls for PEO/EOR clients using Avionté and internal systems.
• Ensure compliance with federal and provincial payroll legislation, employment standards, employer taxes, employee deductions, and government remittances.
• Reconcile payroll discrepancies, investigate variances, and resolve payroll errors promptly.
• Prepare Records of Employment (ROEs), T4 and T2200 tax forms, employment verifications, and employee communications regarding statutory holidays and payroll-related matters.
• Maintain accurate employee records and ensure data integrity across payroll systems.
• Respond promptly to payroll inquiries from clients, employees, Finance, and Account Managers, applying relevant policies, procedures, and government legislation.
• Document payroll processes and contribute to continuous improvements and efficiencies within Avionté.

Client Payroll, Employer of Record, and HR Services

• Support the development and delivery of payroll, Employer of Record, and HR services for staffing, PEO/EOR, and other client accounts.
• Review employee onboarding documentation to ensure completeness and compliance with applicable requirements.
• Set up new employees and client accounts accurately in Avionté and other internal systems.
• Prepare employee offboarding documentation and calculate final pay.
• Assist with payroll cost simulations, client invoicing, and related service requirements.
• Maintain organized documentation, records, policies, and procedures for payroll, PEO/EOR, and HR services.

Reporting, Analysis, and Client Administration

• Assist the Payroll Manager and Controller with weekly, monthly, and quarterly management reports and analysis.
• Prepare and distribute monthly client payroll and related reports as required.
• Support the administration of client service contracts and invoicing.
• Assist with identifying reporting and process improvements to enhance accuracy, efficiency, and client service.

Collaboration and Client Service

• Work collaboratively with the Payroll Manager, Controller, CEO, Finance, and Account Managers to support payroll operations and client service delivery.
• Provide responsive, professional support to clients and employees, addressing questions and resolving issues in a timely manner.
• Help maintain consistent processes and high service standards across multiple client accounts.

About You

• Experience processing payroll in a multi-client, staffing agency, PEO, EOR, or similar environment is an asset.
• Working knowledge of Canadian federal and provincial payroll legislation, employment standards, statutory deductions, and remittance requirements.
• Experience with payroll systems
• Strong attention to detail, organizational skills, and ability to manage competing deadlines across multiple payroll cycles.
• Strong analytical and reconciliation skills, with the ability to investigate and resolve discrepancies.
• Effective written and verbal communication skills, with a client-service-oriented approach.
• Ability to maintain confidential employee and payroll information and work collaboratively across teams.

Pay Range

$33 - $38 per hour

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote # 308319

This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.