Payroll Clerk

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. – 5:00 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.

The role involves processing multi-province bi-weekly and semi-monthly payroll for unionized and non-unionized employees across various divisions. Key duties include verifying timesheets, managing tax remittances, preparing year-end T4/RL-1 forms, and providing payroll support to employees.

Candidates must have at least 2 years of payroll experience and proficiency in Microsoft Excel and payroll systems like QuickBooks or Connecteam. A strong understanding of payroll legislation and the ability to maintain strict confidentiality are essential.

• Dental Care • Extended Health Care • Vision Care • Professional growth and career advancement opportunities

• Time managementPreferred
• Customer servicePreferred
• Problem solvingPreferred
• Attention to detailPreferred
• Microsoft ExcelPreferred
• Data entryPreferred

Identified from the job description. Confirm important requirements above.

• Payroll Processing
• Data Entry
• Microsoft Excel
• Payroll Legislation
• Attention To Detail
• Analytical Skills
• Problem Solving
• Customer Service
• Confidentiality
• Time Management
• Multi-province Payroll
• Year-end Processing

• Finance & Accounting
• Human Resources
• Administrative

Minimum education

Professional degree

Minimum experience

2+ years

Apply by

Feb 16, 2027

Posting language

English

Working hours

35 hours per week

Seniority

Entry level

Application method

Direct apply is available