About ICS Facility Services
ICS Facility Services is a Canadian-owned and operated facilities management company providing janitorial, maintenance, security, and building support services across Canada. We are committed to operational excellence, exceptional customer service, and supporting our employees through professional development and growth opportunities.
We are currently seeking a detail-oriented and organized Payroll Clerk to join our Finance and Human Resources team. This position is responsible for supporting the preparation, coordination, and processing of payroll for multiple divisions across Canada while ensuring compliance with payroll legislation, company policies, and collective agreements.
This is an excellent opportunity for an individual who enjoys working with numbers, maintaining accuracy, and providing exceptional internal customer service.
Position Details
Company: ICS Facility Services
Location: Mississauga, Ontario
Reports To: Controller
Employment Type: Full-Time, Permanent
Schedule: Monday to Friday, 9:00 a.m. – 5:30 p.m.
Salary: CA$52,000.00 – CA$55,000.00 per year
Vacancy
This is a new vacancy supporting the continued growth and day-to-day payroll operations of the organization.
Position & Scope of Work
As the Payroll Clerk for ICS Facility Services, your responsibilities will include, but are not limited to, the following:
Primary Duties and Responsibilities
- Assist with the preparation, coordination, and processing of multi-province bi-weekly and semi-monthly payroll for multiple divisions across Canada, including unionized and non-unionized employees.
- Verify employee hours worked and review approved timesheets for accuracy.
- Review earnings, deductions, benefits deductions, overtime, time off, banking details, and payroll-related tax calculations to ensure accuracy before processing.
- Update employee salary rates, wage adjustments, and collective agreement changes as required.
- Prepare weekly, bi-weekly, and monthly payrolls for clients using Connecteam.
- Prepare bi-weekly subcontractor payroll.
- Submit payroll information electronically to the bank to ensure employees are paid on time.
- Print payroll cheques as required.
- Create and maintain supporting payroll documentation, including pay statements, payroll records, and tax-related forms.
- Identify, investigate, and correct payroll errors or discrepancies in a timely manner.
Compliance, Reporting & Year-End Administration
- Prepare and file monthly deductions at source remittances.
- Assist with the preparation of annual T4 and RL-1 forms.
- Prepare and file annual payroll summaries.
- Prepare Records of Employment (ROEs) through ROE Web.
- Prepare bi-weekly, monthly, quarterly, and year-end reports, including gross payroll, hours worked, tax deductions, deductions, and other payroll-related reporting for management.
- Create reports to manage payroll payments, deductions, and regular payroll adjustments.
- Balance year-end payroll reports and reconcile monthly bank statements.
- Assist with monthly audits for Workers' Compensation and other related plans.
Employee Support, Communication & Process Improvement
- Provide timely, high-quality support to employees regarding payroll and compensation-related inquiries, including overtime, time off, pay discrepancies, and benefit deductions.
- Help managers and employees understand payroll procedures and required documentation.
- Communicate payroll discrepancies clearly and professionally in accordance with company policies and applicable payroll, legal, and regulatory requirements.
- Work closely with Human Resources, Accounting, Operations, and other departments to support accurate employee data flow and payroll processing.
- Assist Human Resources with updating and maintaining payroll-related employee records, including personnel files, employment records, and benefit changes.
- Build and maintain positive working relationships with internal and external payroll stakeholders.
- Recommend improvements to payroll processes, procedures, and workflows to improve accuracy and efficiency.
- Perform other duties as assigned.
Qualifications, Skills & ExperienceRequired Qualifications
- Minimum of 2 years of payroll experience.
- Experience with data entry and maintaining accurate employee or payroll records.
- Exposure to accounting or payroll systems such as QuickBooks, Connecteam, or similar platforms.
- Strong understanding of payroll procedures, payroll legislation, deductions, and year-end processing.
- Intermediate Microsoft Excel skills and strong general Microsoft Office proficiency.
- Strong communication, interpersonal, and customer service skills.
- Excellent organizational skills with exceptional attention to detail.
- Strong analytical, mathematical, and problem-solving abilities.
- Ability to work independently with minimal supervision while meeting deadlines.
- Ability to prioritize multiple tasks while maintaining a high level of accuracy.
- Ability to maintain confidentiality and exercise discretion when handling sensitive payroll information.
Nice to Have
- Payroll Compliance Practitioner (PCP) Certification or currently working toward certification.
- Experience using payroll and scheduling templates.
- Exposure to the security, janitorial, or facility services industry.
Why Join ICS Facility Services?
- Competitive Salary
- Dental Care
- Extended Health Care
- Vision Care
- Opportunities for professional growth and career advancement
- Supportive and collaborative team environment
Recruitment Process
ICS Facility Services utilizes modern recruitment technology and may use AI-supported tools during the recruitment process to assist with application screening and candidate matching.
Accessibility Statement
ICS Facility Services is committed to creating an accessible and inclusive workplace. Accommodations are available upon request throughout the recruitment and selection process in accordance with applicable legislation.
Application Questions
- How many years of payroll processing experience do you have?
- Have you processed payroll for both unionized and non-unionized employees?
- Are you proficient in Microsoft Excel and payroll software such as Connecteam, QuickBooks, or similar systems?
- Do you have experience preparing Records of Employment (ROEs), T4s, payroll remittances, and year-end payroll reporting?
- Do you hold a Payroll Compliance Practitioner (PCP) designation or are you currently working toward one?
- This position is based in Mississauga and requires working in the office Monday through Friday. Are you able to meet this requirement?
Work Location: In person
Join ICS Facility Services and become part of a growing organization where accuracy, professionalism, and teamwork are valued. If you are passionate about payroll administration and enjoy working in a collaborative environment, we encourage you to apply.
Pay: $52,000.00-$55,000.00 per year
Application question(s):
- How many years of payroll processing experience do you have?
- Have you processed payroll for both unionized and non-unionized employees?
- Are you proficient in Microsoft Excel and payroll software such as Connecteam, QuickBooks, or similar systems?
- Do you have experience preparing Records of Employment (ROEs), T4s, payroll remittances, and year-end payroll reporting?
- Do you hold a Payroll Compliance Practitioner (PCP) designation or are you currently working toward one?
- This position is based in Mississauga and requires working in the office Monday through Friday. Are you able to meet this requirement?
Work Location: In person
