We are looking for an Office & Payroll Administrator to support daily operations in Waterloo, Ontario while helping maintain accurate payroll, accounting, and administrative processes. This position blends front-line office coordination with payroll and financial support, making it ideal for someone who is organized, detail-focused, and comfortable managing a range of responsibilities. The successful candidate will contribute to a well-run workplace by providing dependable administrative service, handling confidential information with care, and supporting leaders and staff across the business.

Responsibilities:

• Oversee day-to-day office operations, including coordinating supplies, service providers, courier activity, and facility-related needs to keep the workplace running smoothly.

• Maintain shared office spaces such as meeting rooms, kitchen areas, and common rooms so they remain clean, stocked, and ready for use.

• Administer office security-related tasks and respond to occasional after-hours notifications when required.

• Support internal meetings, staff lunches, trade show preparation, and client gifting initiatives by organizing logistics and completing related administrative work.

• Provide direct administrative assistance to senior leadership, including the President and Vice-President, as needed.

• Review employee time records, apply overtime rules accurately, and prepare bi-weekly payroll submissions for approximately 25 to 35 employees through the appropriate systems and service provider.

• Assist with employee onboarding activities and provide recruitment support when hiring needs arise.

• Prepare client invoices from supporting documentation through entry, review, posting, and distribution, while also monitoring accounts receivable activities.

• Reconcile monthly credit card statements, complete account coding, and perform additional data entry and accounting support tasks as required.

• Minimum 2 years of experience in office administration, payroll, accounting support, or a related clerical role.

• Demonstrated ability to manage multiple tasks independently while maintaining strong organization and follow-through.

• High level of accuracy when working with payroll, invoices, reconciliations, and other financial records.

• Proficiency with Microsoft Excel and Word, along with the ability to learn new software and administrative systems quickly.

• Proficiency with time and attendance, payroll and accounting software.

• Practical experience with billing, accounts receivable, data entry, invoice processing, and account reconciliation.

• Strong communication skills, sound judgment, and discretion when handling confidential employee and company information.

• Positive, adaptable, and service-oriented approach with a willingness to support both routine office needs and broader operational priorities.

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