Timesheet & Administrative Coordinator
Location: Vaughan, ON
Address: Vaughan, ON L4L 9P1
Employment Type: Temporary to Permanent
Schedule: Sunday – Thursday, 10:00 AM – 7:30 PM
Pay Rate: $20/hour
Department: Operations / Payroll Support
Reports To: Operations Manager / Director of Operations
Position Overview
We are seeking a detail-oriented and organized Timesheet & Administrative Coordinator to support our operations and payroll processes.
The primary responsibility of this role is to review employee timesheets and accurately enter hours and related information into Excel-based tracking files. The ideal candidate will be comfortable handling a high volume of data, have strong attention to detail, and be proficient in Microsoft Excel.
Accuracy, organization, confidentiality, and the ability to meet weekly payroll deadlines are critical to success in this position.
Key Responsibilities
- Review manual, paper, scanned, and emailed employee timesheets for completeness and accuracy.
- Enter regular hours, overtime hours, breaks, and other applicable information into Excel timesheet trackers.
- Verify employee names, employee IDs, work locations, dates, hours, and other required information before entering data.
- Identify missing, incomplete, duplicate, or inconsistent timesheet information and follow up with the appropriate team members for clarification.
- Cross-check entered information against original timesheets to ensure accuracy.
- Maintain organized electronic records of timesheets and supporting documentation.
- Update and maintain Excel spreadsheets used for payroll and operational reporting.
- Ensure all timesheet information is completed accurately within established payroll deadlines.
- Assist with identifying and correcting timesheet discrepancies before payroll processing.
- Maintain confidentiality of employee, payroll, and client information.
- Provide general administrative and data-entry support to the Operations and Payroll teams as required.
- Follow established processes and procedures to ensure consistent and accurate payroll support.
Qualifications & Skills
- Previous experience in administration, data entry, payroll support, staffing, or a similar role is preferred.
- Good working knowledge of Microsoft Excel.
- Strong data-entry skills with a high level of accuracy.
- Excellent attention to detail and ability to identify discrepancies.
- Ability to work with repetitive and high-volume data while maintaining accuracy.
- Strong organizational and time-management skills.
- Ability to prioritize tasks and meet strict weekly payroll deadlines.
- Good written and verbal communication skills.
- Ability to work independently and follow established processes.
- Strong sense of confidentiality when handling employee and payroll information.
Required Excel Skills
Candidates should be comfortable with:
- Entering and organizing large amounts of data.
- Sorting and filtering information.
- Using basic formulas such as SUM.
- Formatting spreadsheets.
- Copying and validating data.
- Identifying duplicate, missing, or inconsistent information.
- Working across multiple worksheets and Excel files.
