Full job descriptionCompany Overview

NOVA RPM has two affiliated companies with shared resources and multiple division and provides construction and maintenance services to diverse Infrastructure Construction, Mechanical and Utility Projects for industrial, commercial, municpal and government customers. NOVA was awarded OUTSTANDING LARGE BUSINESS OF THE YEAR 2026.

Position Summary:

The HR and Payroll Coordinator reports to and supports the Chief Financial Officer (CFO), with primary responsibility for payroll administration and day-to-day human resources coordination. The position also supports the General Manager with HR coordination, workforce information and employee administration. The position coordinates accurate and timely payroll processing, maintains confidential employee records, supports recruitment, onboarding, benefits and offboarding, and responds to employee inquiries. Working with managers and the finance team, the Coordinator prepares payroll reconciliations, workforce reports and supporting documentation for the CFO’s review, escalating sensitive matters and approval decisions as appropriate. Compensation will be based on experience and education.

Key Responsibilities:

• Coordinate payroll administration, including timesheet verification, payroll inputs, employee changes, labour allocations, reconciliations, remittances, reporting, and year-end payroll documentation (T4s, ROEs), ensuring all information is complete and ready for CFO review and approval.
• Maintain accurate payroll, HR, and employee records, including employee files, leave balances, benefits administration, department/job-cost coding, onboarding and offboarding documentation, and HR/payroll system data.
• Support recruitment and employee administration by coordinating job postings, interview scheduling, employment documentation, onboarding, offboarding, policy acknowledgements, training records, and responding to routine employee inquiries.
• Assist the CFO with budgeting, forecasting, month-end and year-end processes, audits, payroll reconciliations, labour reporting, workforce grant applications, and process improvement initiatives.
• Coordinate employee benefits administration, including enrolments, changes, terminations, invoice reconciliation, payroll deductions, employee communications, and insurer coordination.
• Support safety and people initiatives by maintaining training and certification records, coordinating orientations, organizing safety documentation, tracking follow-up actions, and assisting with employee engagement, recognition, communications, and team events.
• Maintain confidentiality of employee, payroll, HR, and financial information and ensure compliance with company policies, procedures, and applicable legislation.
• Provide other HR, payroll and related administrative support to the CFO as required, with primary priority given to payroll deadlines and employee administration.

Qualifications:

Required:

• College diploma in Human Resources, Payroll, Business Administration, Accounting or a related field.
• Experience in payroll processing and HR administration preferred.
• Experience with payroll, timekeeping, employee records and reporting systems.
• Ability to validate payroll data, reconcile balances and prepare accurate payroll and workforce reports for CFO review.
• Working knowledge of Canadian payroll administration, deductions, remittances, benefits and applicable employment standards and privacy requirements.
• Understanding of payroll accounting, reconciliations, internal controls and confidentiality practices.
• Proficiency with payroll and HR software and spreadsheets; experience with Spectrum is an asset.
• Effective attention to detail and a high degree of accuracy.
• Ability to communicate professionally with employees, managers, benefit providers and external agencies, using discretion when handling sensitive matters.
• High level of proficiency with Microsoft Office productivity suite.
• Ability to coordinate onboarding, benefits documentation and employee records while managing competing priorities and firm payroll deadlines.
• Bondable.