Venor is proud to partner with Heritage Management in their search for a Payroll & Administrative Coordinator to join their team.
Heritage Management is a locally owned and operated real estate company with deep roots in the Maritimes. Founded in 1982 and now entering their 45th year, they have built a trusted reputation for managing commercial properties with professionalism, care, and a long-term perspective. As they look ahead to the next 45 years, Heritage Management is committed to developing the next generation of real estate professionals — pairing emerging talent with experienced professionals who are ready to share their knowledge and pass the torch.
This is a permanent, full-time role for the right candidate to step into a well-established position and grow with the organization for the long term. Reporting to the Accounting Manager, the Payroll & Administrative Coordinator will take full ownership of a biweekly payroll cycle across four entities while supporting broader finance and administrative functions. Heritage Management operates as a collaborative, team-based environment where everyone pitches in. They are looking for a self-sufficient, detail-oriented professional who is ready to build a meaningful, long-term career — someone who takes initiative and genuinely enjoys experiencing different aspects of a small company.
What You’ll Be Doing
- Own the end-to-end payroll process across four entities on a biweekly cycle, ensuring accuracy, thorough documentation, proper approvals, and well-maintained employee records, including deductions and benefits
- Key-punch and process accounts payable invoices; support accounts receivable on a monthly cycle
- Reconcile payroll accounts and support the month-end close in coordination with the accounting team
- Ensure compliance with federal and provincial regulations, including source deductions (CRA, EI, CPP) and year-end requirements such as ROEs, T4s, annual returns, and audit-ready documentation
- Coordinate vehicle registrations and other administrative compliance requirements
- Set up and maintain Excel files to support year-end processes and reporting
- Support HR administrative functions including onboarding/offboarding and coordinating federal government security clearances for new hires
- Serve as the primary point of contact for payroll-related inquiries from staff
- Communicate HR and administrative policies to the appropriate operational leads
- Maintain organized, current company documentation and records
- Coordinate administrative schedules, track deadlines, and follow up to keep priorities on track
- Triage incoming inquiries, resolving routine matters and escalating as needed
- Identify efficiencies and contribute to the continuous improvement of payroll andadministrative processes
- Contribute to a team environment where collaboration, shared accountability, and a willingness to pitch in are valued
What We Are Looking For
- Minimum 3–5+ years of hands-on payroll administration experience in a private-sector environment; multi-entity experience is a strong asset
- Background in accounting, finance, HR coordination, or office administration; a combination of related experience will be considered
- Working knowledge of Canadian payroll regulations; payroll certification (e.g., PCP or equivalent) is a bonus but not required
- Strong proficiency in Excel; Hands-on experience with Sage or similar private-sector accounting systems is also an asset
- Demonstrated ability to manage multiple priorities while staying organized and meeting recurring deadlines (biweekly payroll, monthly reports by the 10th, payables/receivables by the 15th)
- Proven capability to review, question, and reconcile data to ensure accuracy
- Meticulous attention to detail with a commitment to precise, high-quality work
- Ability to handle confidential information with discretion
- Self-sufficient and resourceful, someone able to find answers independently and take ownership of tasks without requiring constant direction after initial onboarding
- Open to varied responsibilities beyond payroll and accounting; this role supports a small company where flexibility and curiosity go a long way
- A grounded, team-first attitude with a sense of urgency and agility — someone who takes initiative, moves efficiently, and adapts readily in a hands-on environment
- Must be eligible to undergo a federal government security clearance
Compensation & Benefits
- Competitive compensation tailored to the experience and value you bring
- Paid professional development, education, and training
- Structured mentorship from experienced leadership
- Long-term growth and advancement opportunities within a stable, locally owned organization.
At Venor and Heritage Management, we embrace a culture of belonging in the workplace. No matter who you are, where you’re from, how you think, what you believe in, or who you love, we welcome your application. We all come from different backgrounds and different walks of life, bringing in unique perspectives and experiences. We encourage applications from 2SLGBTQ+, Black, Indigenous, and People of Colour (BIPOC), women, newcomers to Canada, and people with disabilities.
Work Location: In person
