Payroll Manager
Location: Montreal, QC (hybrid)
Reports to: Head of People & Culture
Trolley is looking for an experienced Payroll Manager to join our People & Culture team. In this role, you will own and oversee payroll operations across our Canadian, US, and international workforce, while also playing an important role in the day-to-day delivery of our broader People Operations programs.
This is a hands-on and varied role for someone who enjoys owning processes end-to-end. In addition to payroll, you will oversee employee expenses, travel and expense (T&E), benefits administration, commissions, and a range of employee programs. You will also partner closely with People & Culture and Finance and support broader P&C and office operations as needed.
In your role, you will:
Payroll & Compensation Operations
- Own and process Trolley's bi-weekly payroll for employees in Canada and the US, ensuring payroll is accurate, compliant, and completed on time.
- Oversee international payroll processing in partnership with local payroll providers across our global locations.
- Manage payroll administration related to new hires, compensation and position changes, leaves of absence, terminations, bonuses, commissions, and other employee changes.
- Own the calculation and processing of employee commissions and other variable compensation, partnering with Finance and business leaders to validate inputs and ensure accurate and timely payment.
- Prepare and process termination and final pay requirements, including applicable payroll documentation such as T4s, W-2s, 1099s, and Records of Employment (ROEs).
- Manage payroll operations including employee information, earnings, deductions, taxable benefits, vacation, and year-end activities.
- Serve as the primary point of contact for employee payroll questions, providing timely, accurate, and employee-focused support.
- Partner with the Head of People & Culture on annual compensation and merit reviews, ensuring approved changes are accurately implemented through payroll.
Benefits & Employee Programs
- Own the day-to-day administration of Trolley's employee benefits programs across our global locations, working closely with benefits providers, brokers, and local partners.
- Manage employee enrolments and terminations, eligibility changes, reporting, invoice reconciliation, renewals, and employee inquiries related to benefits.
- Support the annual review and benchmarking of Trolley's benefits programs to ensure our offerings remain competitive and appropriate across our markets.
- Administer additional employee programs and benefits, including vacation programs, wellness allowances, anniversary recognition and gifts, ad-hoc employee rewards, and other P&C initiatives.
- Maintain accurate records and processes related to vacation and other employee entitlements and partner with P&C to ensure policies are administered consistently.
- Support the rollout, communication, and ongoing administration of new or updated employee programs and benefits.
Expenses, Travel & Financial Operations
- Own the employee expense reimbursement process end-to-end, from submission and review through approval, payment, reconciliation, and appropriate tax treatment.
- Ensure employee expenses comply with company policies and applicable tax requirements, following up with employees and managers where additional documentation or clarification is required.
- Own Trolley's travel and expense (T&E) processes and policies, including supporting employees with travel-related questions and continuously improving the employee experience.
- Partner with Finance to ensure expenses, reimbursements, and company-paid benefits are properly recorded and reconciled.
- Produce payroll, benefits, expense, and other P&C operational reports and analysis for People & Culture, Finance, and leadership.
- Complete payroll-related account reconciliations and partner with Finance on month-end and year-end activities.
- Support the annual financial statement audit and other payroll, benefits, expense, or compliance audits as required.
People & Culture Operations
- Partner closely with the People & Culture team to ensure employee changes are accurately reflected across payroll, HR, benefits, and other systems.
- Maintain strong documentation, controls, and processes across payroll and P&C operations to support accuracy, confidentiality, compliance, and business continuity.
- Stay current on payroll, benefits, and employment-related requirements across the jurisdictions in which Trolley operates.
- Identify and implement opportunities to automate and streamline payroll and P&C operational processes, reducing manual work and improving accuracy and efficiency.
- Support ad-hoc People & Culture projects and operational initiatives as business needs evolve.
- Support with office administration and employee experience activities when needed, working collaboratively with the broader P&C team to keep day-to-day operations running smoothly.
About you:
- You have 5+ years of progressive payroll and/or People Operations experience, including hands-on responsibility for Canadian and US payroll.
- You have strong knowledge of Canadian payroll requirements and demonstrated experience managing US payroll.
- You have experience working with international payroll providers or coordinating payroll and benefits across multiple countries.
- You have experience administering employee benefits and are comfortable working directly with brokers, providers, and employees.
- You understand payroll accounting, reconciliations, taxable benefits, employee expenses, deductions, and general accounting principles.
- You have experience managing payroll year-end requirements and statutory reporting in Canada and the US.
- A PCP designation or other relevant payroll certification is considered an asset.
- You are highly proficient in Excel and comfortable learning and working across payroll, HRIS, benefits, expense management, and finance systems.
- You have exceptional attention to detail and understand the importance of accuracy, confidentiality, and strong controls when handling employee and financial information.
- You have strong analytical and problem-solving skills and are comfortable investigating discrepancies and resolving complex payroll or operational issues.
- You communicate clearly and understand the importance of providing a high level of support to employees.
- You enjoy owning processes end-to-end and are equally comfortable working on recurring operational responsibilities and jumping into an unexpected project or request.
- You are proactive, resourceful, and continuously look for opportunities to improve processes, systems, and ways of working.
- You can effectively manage competing priorities and deadlines in a fast-paced, growing environment.
- You are independent, organized, and comfortable working with limited supervision.
- You have a collaborative, team-first approach and are willing to pitch in wherever needed to support the P&C team and employee experience.
- You are comfortable working across different jurisdictions and with colleagues in a multicultural, international environment.
What we offer:
- Competitive salary and meaningful equity (ESOP).
- Join an amazing team of diverse people working together on a common mission.
- Extended healthcare benefits including dental, vision, LTD, and more from day one.
- 4 weeks paid vacation per year + public holidays (+ 1 extra vacation day per year of service).
- 30 days remote work from anywhere.
- Sport & wellness allowance.
- Half day Fridays during the summer.
- Company-provided Apple MacBook Pro and Mac gear.
