Payroll & Administration Coordinator

Job description:

CMA CGM is searching for a Payroll & Administration Coordinator for a 15 month contract. One hybrid position, three missions: accurate payroll, smooth office operations, and smooth training coordination - do you have payroll experience and are interested in the challenge? we look forward to hearing from you...

NOTE: ALL CANDIDATES MUST BE LEGALLY AUTHORISED TO WORK IN CANADA: valid work permit, permanent resident or citizen.

POSITION SUMMARY

In this hybrid role, the Payroll & Administration Specialist is responsible for processing the Canadian payroll with the ADP Service provider Team while ensuring reliable day-to-day office administration and support for the coordination of training.

RESPONSIBILITIES

1. Payroll 

Payroll review and validation:

• Accountable for full cycle of bi-weekly and year-end payroll processing in conjunction with the ADP payroll service team
• Process all employee actions in the payroll system: new, term and changes, while ensuring 100% accuracy and adherence to both legislation and internal policy
• Validate salaries, taxable benefits, statutory deductions, garnishments where applicable, and other authorized deductions.
• Coordinate corrections and escalations with the third-party payroll provider and U.S. counterparts.
• Maintain a documented control checklist and evidence of completed payroll reviews.

Compliance, reporting and employee support:

• Support payroll reconciliations, year-end activities, audits and statutory reporting.
• Maintain accurate, confidential payroll  records.
• Respond to employee questions resolve issues.
• Identify recurring errors, recommend controls and document process improvements

2. Office administration

Office operations and facilities:

• Manage office supplies, inventory and routine purchasing in the online payment system.
• Coordinate maintenance requests, workspace needs, vendors and building contacts.

• Help maintain safe, clean, functional and professional common areas such as kitchen, boardrooms, etc
• Provide administrative support for onboarding and other employee-facing activities: Laptop set up, workspace, cell phones, business cards, email distribution lists
• Coordinate office notices, employee communications and administrative records.
• Coordinate meetings, rooms, documents, invoices and vendor follow-up as required.

Office events:

• Coordinate office events, celebrations, social committee and employee engagement activities: catering, event logistics, budget tracking.
• Prepare and publish all employee event postings on the company intranet.

3. Training & Development Coordination

• In partnership with Human Resources, coordinate local training activities with internal and external stakeholders
• Follow up with employees for mandatory training
• Maintain accurate and up to date training records and reports locally and in the system

Other responsibilities as required

QUALIFICATIONS

NOTE: ALL CANDIDATES MUST BE LEGALLY AUTHORISED TO WORK IN CANADA: valid work permit, permanent resident or citizen.

Education:

• University degree required
• payroll certification an asset

Experience:

• Proven experience in payroll & office administration
• Min 1 year ADP experience (WFN "Workforce Now" an asset)

Skills:

• Exceptional organizational skills and the ability to manage multiple priorities effectively.
• Excellent verbal and written communication skills, fluent in English and French.
• Proficient in Microsoft Office, with strong Excel skills.
• Proactive, with the ability to multitask and prioritize tasks.
• Flexibility to adapt to changing priorities while maintaining attention to detail.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER