Payroll Manager

The Payroll & Benefits Manager is accountable for the accuracy, compliance, and integrity of payroll, tax, group benefits, and workers’ compensation programs for more than 2,700 employees across multiple provinces across Canada with additional cross-border offshore delivery oversight. Operating within an outsourced delivery model, this role provides strategic oversight, ensures service-level performance, and acts as the organization’s subject-matter expert for payroll governance, benefits administration, and WCB compliance.

The Payroll and Benefits Manager partners closely with third‑party providers, internal stakeholders, and cross-functional teams to ensure payroll, benefits, and WCB processes are executed accurately, efficiently, and in alignment with legislative, audit, and organizational requirements.

Key Responsibilities

Operational Oversight

Oversee end‑to‑end payroll operations delivered through the BPO partner, including biweekly payroll processing, off‑cycle runs, and year‑end activities

Serve as the final decision‑maker on complex payroll calculations, benefits eligibility, leave treatments, and exception handling

Ensure standardized execution, documentation, and continuous improvement of payroll and benefits operational workflows

Own payroll governance frameworks, controls, approvals, and segregation of duties across outsourced delivery models

Review and approve payroll outputs, reconciliations, and statutory remittances prior to release

Year-End & Cross-Border Payroll

Oversee reconciliation and preparation of T4s, T2200s, and all quarter/year‑end reporting
Partner with third‑party providers to support T4 preparation for U.S. executives, ensuring accurate percentage splits based on days worked in Canada and the U.S.
Prepare bi‑weekly payroll for U.S. executives using estimated workdays and applicable FX rates

Systems, Processes & Continuous Improvement

Lead payroll/HRIS system upgrades, enhancements, and configuration changes
Conduct system testing, troubleshooting, and validation of payroll-related updates
Collaborate with HR, Finance, IT, and System Analysts to resolve payroll issues and ensure data accuracy
Develop, maintain, and optimize payroll procedures, documentation, and operational workflows
Champion continuous improvement initiatives to enhance efficiency, accuracy, and service delivery

Vendor Management & Stakeholder Collaboration

Serve as the single point of accountability for the performance, controls, and outcomes of the outsourced BPO payroll and benefits provider in India

Act as the escalation owner for all complex payroll, leave, and benefits issues, ensuring timely resolution through structured root‑cause analysis and corrective action plans

Bridge corporate payroll and benefits policies with local execution, ensuring accurate, timely, and compliant service delivery

Lead monthly and quarterly vendor governance reviews, monitoring KPIs and SLAs including payroll accuracy (target <0.5% defect rate), on-time statutory filings, and service responsiveness

Monitor vendor performance, identify control or delivery gaps, and drive continuous process improvements and remediation actions

Own service escalation management, including issue tracking, trend analysis, and formal communications with senior vendor leadership

Provide guidance, training, and support to internal stakeholders on payroll processes, vendor responsibilities, and compliance requirements

Participate in business continuity planning, operational readiness, and offshore delivery resilience activities

Audit, Compliance & Data Integrity

Manage internal and external payroll audits by ensuring the BPO provider supplies complete, accurate documentation, SOPs, and required maker‑checker evidence

Ensure cross-system data integrity between payroll and benefits systems, including reconciliation and issue resolution

Maintain strong internal controls and governance frameworks to meet audit, SOX, and third‑party compliance standards

Validate adherence to statutory, regulatory, and organizational requirements across all outsourced payroll operations

Qualifications & Skills

Extensive experience in full-cycle payroll management, compliance, and reporting

Strong knowledge of payroll systems (e.g., Workday), reconciliations, and multi‑jurisdictional legislative requirements
Proven ability to manage outsourced service providers and hold vendors accountable to performance standards
Excellent analytical and problem‑solving skills with the ability to navigate complex payroll scenarios
Demonstrated capability in project management, process improvement, and technology adoption
Exceptional attention to detail, organizational strength, and communication proficiency

Personal Characteristics & Requirements

Maintains confidentiality and models high ethical standards
Demonstrated ability to meet critical deadlines in a fast‑paced, high‑volume environment
Strong verbal and written communication skills with the ability to handle sensitive issues diplomatically
Highly organized with strong time‑management skills
Proactive problem-solver with a focus on resolution and operational excellence
Collaborative and adaptable, with the ability to work independently and cross-functionally
Customer-service oriented with a positive, solutions-focused approach

This role is ideal for a strategic and detail-oriented payroll professional who thrives in dynamic environments and is committed to operational excellence and compliance integrity.