Diamond Estates Wines & Spirits LTD is a vertically-integrated company that owns vineyards, wineries and distribution operations, and is one of the largest integrated wineries in Canada. We currently own four wineries - three in Niagara and one in British Columbia.
We are currently seeking a full-time HR & Payroll Coordinator for a contract position until April 2027. This is an in-office position at our Niagara-on-the-Lake office working 37.5 hours/week.
Role Overview
The HR & Payroll Coordinator plays a critical role in supporting both the organization's payroll and human resources functions. This position is primarily responsible for administering and processing end-to-end biweekly payroll accurately and on time, while also supporting employee lifecycle administration, HR operations, recruitment coordination, compliance, and employee experience initiatives.
The successful candidate will be highly organized, detail-oriented, and comfortable handling confidential information while managing multiple priorities. This role serves as a key point of contact for employee inquiries and ensures compliance with all applicable payroll, employment, and legislative requirements.
Why This Role Matters
Accurate and timely payroll is essential to employee satisfaction and organizational success. This role ensures employees are paid correctly and on time while supporting HR operations that contribute to a positive employee experience, regulatory compliance, and efficient People & Culture processes.
Key Responsibilities
Payroll Administration (Primary Responsibility)
- Process full-cycle biweekly and ad-hoc payroll for hourly and salaried employees across multiple business units.
- Ensure accurate collection, verification, and processing of employee data.
- Maintain payroll records and employee master data within HRIS.
- Validate payroll data prior to submission and resolve discrepancies in a timely manner.
- Review payroll registers and reports to ensure accuracy and compliance.
- Prepare and reconcile payroll-related reports and supporting documentation.
- Administer payroll deductions, garnishments, benefits deductions, and statutory remittances as required.
- Serve as the primary point of contact for employee payroll inquiries.
- Support year-end payroll activities including tax forms, reconciliations, and reporting requirements.
- Ensure payroll processes comply with applicable federal and provincial legislation.
- Continuously identify opportunities to improve payroll accuracy, efficiency, and controls.
HR Operations & Employee Support
- Manage HR administrative processes throughout the employee lifecycle.
- Monitor and respond to employee inquiries regarding HR policies, payroll, benefits, and employment-related matters.
- Prepare employment letters, contracts, status change documentation, and other HR correspondence.
- Maintain employee files and ensure records are accurate, complete, and audit-ready.
- Support HR auditing activities and compliance initiatives.
- Assist employees with benefits enrollment, changes, and general program inquiries.
Recruitment & Onboarding
- Coordinate recruitment activities including:
- Creating Job Descriptions
- Posting positions
- Screening resumes
- Scheduling interviews
- Conducting screening interviews and reference checks
- Coordinate pre-boarding and onboarding activities for new hires.
- Prepare hiring documentation and employee system setup.
- Facilitate a positive onboarding experience and ensure completion of required documentation.
HR Systems, Documentation & Reporting
- Maintain employee records within HRIS, payroll, and SharePoint systems.
- Build and maintain HR standard operating procedures (SOPs), process documentation, and knowledge base articles.
- Convert physical employee files to electronic files.
Compliance & Health & Safety
- Support Joint Health & Safety Committee administration and documentation.
- Coordinate mandatory training and compliance tracking.
- Ensure adherence to employment standards, company policies, and payroll regulations.
Employee Experience & HR Projects
- Support employee engagement initiatives, culture-building activities, and internal communications.
- Assist with policy updates, process improvements, and HR projects.
- Contribute to continuous improvement initiatives across payroll and HR functions.
Qualifications
- Post-secondary education in Human Resources, Business Administration, Accounting, Payroll, or a related field.
- Minimum 2 years of experience in payroll administration, HR coordination, or a related role.
- Demonstrated experience processing payroll from start to finish.
- Working knowledge of payroll legislation, employment standards, and payroll best practices.
- Experience with HRIS and payroll systems; experience with Rise HRIS is considered an asset.
- Advanced proficiency in Microsoft Office, particularly Excel.
- Strong analytical, organizational, and problem-solving skills.
- Exceptional attention to detail and commitment to accuracy.
- Ability to manage confidential information with discretion.
- Strong communication and customer service skills.
What Success Looks Like
- Payroll is processed accurately and on schedule.
- Employee inquiries are resolved professionally and efficiently.
- Employee records are maintained and remain audit-ready.
- HR processes are organized, compliant, and scalable.
- New hires experience a seamless onboarding process.
We thank all candidates for applying, however only those selected for an interview will be contacted.
Diamond Estates and its divisions are an equal opportunity employer. We welcome and encourage applications from people with differing abilities. Accommodation is available on request for candidates taking part in all aspects of the selection process.
JOB VACANCY STATUS
This role is currently vacant, and the organization is accepting applications with the intention to hire as soon as possible.
USE OF ARTIFICIAL INTELLIGENCE - RECRUITERS & HIRING MANAGERS
At Diamond Estates Wines & Spirits, our recruitment and selection processes are led by people. While we may use artificial intelligence (AI) or automated tools for limited, administrative, or efficiency supporting purposes (such as drafting communications, summarizing interview notes, or transcribing reference information) these tools do not replace human judgment.
All applications and candidate information are reviewed by qualified recruitment professionals, and hiring decisions are made by individuals based on relevant skills, experience, and role requirements. If a recruitment process involves a higher level of AI-enabled tools during assessments or interviews, shortlisted candidates will be informed in advance.
Diamond Estates is committed to using technology responsibly and in a manner that supports fairness, transparency, and respect, consistent with applicable Canadian and Ontario employment and human rights legislation.
USE OF ARTIFICIAL INTELLIGENCE - CANDIDATES
Candidates may choose to use artificial intelligence (AI) tools as part of their job search, such as for writing assistance or research. This use is acceptable provided that all information submitted during the recruitment process (including resumes, application responses, and interview discussions) is accurate and reflects the candidate's own experience, qualifications, and abilities.
AI tools must not be used to misrepresent, fabricate, or materially exaggerate credentials or competencies. Our recruitment process is designed to understand each candidate's authentic skills, experience, and potential, enabling informed and fair hiring decisions.
