Job Description – Payroll and HR Admin
Department:
Finance & Accounting / Human Resources
Reports To:
CFO
Location:
Edmonton, Alberta (Office-Based)
Employment:
Full-Time, Permanent
AP Support:
Approximately 20% of role time dedicated to Accounts Payable support
Role Purpose
The Payroll and HR Admin is a dynamic, multi-function role at the heart of 5Blue Process Equipment Inc.’s Finance & Accounting and Human Resources operations. Reporting to the CFO, this position owns the full payroll cycle, serves as the primary employee contact for payroll, policy, and employment standards matters, and manages the HR administrative functions that keep 5Blue’s workforce operations running accurately and compliantly.
In addition to payroll and HR responsibilities, this role dedicates approximately 20% of its time to supporting the Accounts Payable function – providing transactional AP processing support that helps ensure vendors are paid accurately and on time. This AP support role is clearly defined as a secondary, supporting function; ownership of the AP function remains with the Controller and the broader Finance team. The successful candidate is a detail-oriented, organized professional who thrives managing competing priorities with discretion, accuracy, and a people-first mindset.
Key Accountabilities
Time Allocation Overview
- Payroll & HR Administration: approximately 80% of role time.
- Accounts Payable Support: approximately 20% of role time.
The breakdown above reflects typical steady-state allocation. During peak payroll periods (bi-weekly payroll runs, year-end, benefit renewals) or high AP volume periods, priorities will be managed in coordination with the CFO and Controller.
Full-Cycle Payroll Processing (~50% of Role)
- Process full-cycle payroll for all salaried, hourly, and subcontractor employees on a bi-weekly basis, ensuring accurate and on-time payment in compliance with the Alberta Employment Standards Code and CRA requirements.
- Calculate and apply all payroll inputs including regular hours, overtime, shift premiums, vacation pay, statutory holiday pay, and applicable deductions (CPP, EI, income tax, benefits).
- Reconcile payroll remittances and T4s processed through the third-party payroll service provider (ADP or equivalent), ensuring accuracy prior to CRA submission.
- Prepare Records of Employment (ROEs) for terminated or leave-of-absence employees in a timely manner.
- Maintain and audit payroll records on an ongoing basis, ensuring data integrity, completeness, and confidentiality.
- Perform monthly balance sheet reconciliations for all payroll-related accounts, investigating and resolving discrepancies promptly.
- Prepare and distribute payroll reports and analytics to management as required, including headcount costs, overtime trends, and labour cost summaries.
- Process off-cycle payroll runs as required for new hires, terminations, retroactive adjustments, or corrections.
HR Administration (~30% of Role)
- Administer group benefits programs including enrollment, changes, and terminations, coordinating directly with benefit providers to ensure accurate and timely processing.
- Maintain accurate and current employee records in both digital and hard copy formats, ensuring files are complete, organized, and audit-ready at all times.
- Prepare employment contracts, offer letters, and onboarding documentation for new hires, coordinating the onboarding experience in collaboration with hiring managers.
- Support recruitment activities including posting job advertisements, scheduling interviews, managing the applicant tracking system, and coordinating candidate communications.
- Process employee changes including promotions, transfers, terminations, and salary adjustments, ensuring all changes are reflected accurately in payroll and HR records.
- Prepare HR reports for management including employee headcount, turnover, absenteeism, and compensation data as required.
- Support compliance with Alberta employment standards, occupational health and safety legislation, and workplace policy requirements, flagging issues or changes to the CFO.
- Serve as the primary point of contact for employees with questions related to payroll, company policy, benefits, and employment standards, responding with accuracy and professionalism.
Accounts Payable Support (~20% of Role)
This role provides supporting AP processing assistance to the Finance team. Ownership of the AP function and vendor relationship management remains with the Controller and Finance team. The Payroll and HR Admin contributes AP transaction processing support as described below.
- Process vendor invoices accurately and in a timely manner, matching invoices to purchase orders and routing for approval in accordance with 5Blue’s AP procedures.
- Prepare and process weekly payment runs (EFT, cheque) for approved vendor invoices in accordance with established payment terms and Controller authorization.
- Reconcile vendor statements and identify discrepancies, escalating unresolved items to the Controller for resolution.
- Ensure all AP invoices are correctly coded to the appropriate GL account, cost centre, or project prior to posting.
- Maintain organized and complete AP filing – both physical and electronic – in accordance with 5Blue’s document retention requirements.
- Respond to routine vendor inquiries regarding payment status, escalating any disputes or complex matters to the Controller.
- Assist with month-end AP close activities including AP subledger reconciliation and accruals as directed by the Controller.
Month-End & System Administration
- Assist with month-end and year-end close procedures related to payroll and accounts payable, providing supporting documentation and reconciliations as directed.
- Maintain proficiency with 5Blue’s core systems including Microsoft Dynamics Great Plains, ADP, RBC Express internet banking, and Microsoft Office Suite.
- Identify and recommend system or process improvements to the CFO that enhance payroll accuracy, HR record quality, or AP processing efficiency.
Qualifications & Requirements
Required
- Post-secondary diploma or degree in Accounting, Payroll Administration, Human Resources, Business Administration, or a related field.
- Minimum 5 years of full-cycle payroll processing experience in a Canadian payroll environment, including experience with a mixed salaried and hourly workforce.
- Strong working knowledge of the Alberta Employment Standards Code, CRA payroll deduction and remittance requirements, and WCB obligations.
- Demonstrated experience in HR administration including benefits coordination, employee records management, and recruitment support.
- Working knowledge of accounts payable transaction processing, including invoice matching, payment runs, and vendor statement reconciliation.
- Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and payroll software (ADP or equivalent).
- Exceptional attention to detail, accuracy in financial record-keeping, and personal commitment to data confidentiality.
- Ability to manage high-volume processing and competing priorities effectively, particularly during bi-weekly payroll cycles and month-end periods.
- Professional, empathetic communication style for employee-facing payroll and HR interactions.
Preferred
- Payroll Compliance Practitioner (PCP) or Certified Payroll Manager (CPM) designation through the National Payroll Institute is a strong asset.
- Experience in the oil and gas, oilfield services, or trades/fabrication sector, including payroll processing for field employees, shift premiums, and subcontractor payments.
- Familiarity with Microsoft Dynamics Great Plains and RBC Express internet banking.
- Experience with third-party invoicing or field ticketing platforms (CORTEX or equivalent).
- CPHR designation or active pursuit of HR professional certification is an asset.
Working Conditions
This is a full-time, in-office role based at 5Blue’s Edmonton, Alberta location. Standard business hours apply. The role requires consistent on-site availability to support payroll cycle management, employee inquiries, and AP processing. Occasional visits to other 5Blue facilities may be required. The work environment is compliant with Alberta Occupational Health and Safety standards. Physical requirements include sustained desk-based work and occasional light lifting (up to 10 lbs).
Compensation
Competitive compensation package commensurate with experience and qualifications, including base salary, company-paid benefits, and RRSP matching. Full details to be discussed during the selection process.
Pay: $80,000.00-$85,000.00 per year
Work Location: In person
