Administrative & Office Manager

Description

• Support scheduling, meeting coordination, travel arrangements, and company events.
• Compile summaries of payroll earnings, taxes, deductions, and nontaxable wages, and generate reports for Wilsonart Western Canada management review.
• Assist with new vendor/supplier setup in Oracle R12, coordinating with those involved in Wilsonart Western Canada procurement/purchasing and the and Shared Services Team in Temple, Texas.
• Ensure the office environment is professional, safe, and well-maintained.
• Facilitate monthly reconciliations and accounting inquiries, where necessary
• Integrity & Discretion: Handles sensitive information with the highest level of confidentiality.
• Support benefits administration, responding to employee inquiries and assisting with enrollments or changes.
• Process vendor invoices ensuring they are timely gathered, coded and delivered to shared services.
• As needed, monitor the status of customer payment application working with the Wilsonart Distribution Controller, shared services, customer services representatives and customers to address questions.
• Manage office supplies, equipment, and facility needs, including coordinating maintenance or repairs.
• Prepare and submit payroll data for processing in accordance with Canadian payroll standards and provincial regulations.
• Manage employee timekeeping processes, ensuring accurate and timely entry, approvals, and corrections.
• Work with Distribution Controller and shared services to ensure transactions and any obligations incurred for goods/services received are appropriately recognized.
• Help coordinate recruitment activities such as posting jobs, screening resumes, and scheduling interviews.
• Verify the appropriate recognition of automated payroll accounting entries.
• Serve as the primary point of contact for general office inquiries and vendor relationships.
• Assist with HR compliance tasks, including documentation, training records, and policy updates.
• Maintain employee personnel files and ensure confidentiality of sensitive information.
• Participate in multiple internal control processes including but not limited to those pertaining to periodic pay runs, CAPEX requisitioning, and securing approvals under the Company’s delegation of authority.
• Assist with new customer set up through credit application review and creation of customer account in INFOR
• As needed, assist with year-end audit preparation and documentation.
• Prepare monthly employee and employer payroll taxes and benefits to be settled for payment by the business, as coordinated with accounting.
• Support tracking of vacation, sick time, and other leave entitlements.
• Assist in ad hoc requests.
• Review payroll reports for accuracy and follow up to resolve discrepancies.
• Schedule, prepare and report financial data in the periodic Manager meetings.
• Maintain organized filing systems, documentation, and office records.
• Serve as a frontline contact and liaison to Wilsonart for the provision of shared services accounting support
• Assist with employee onboarding, orientation, and offboarding processes.

Requirements

• Adaptability: Comfortable working in a growing or changing environment.
• Organization & Prioritization: Ability to manage diverse responsibilities effectively.
• Customer Service Mindset: Friendly, professional, and responsive to employee needs.
• 3–5 years of experience in an administrative, office management, payroll, or HR support role.
• Experience with Canadian payroll systems and Alberta employment standards is strongly preferred.
• Problem-Solving: Resourceful and proactive in identifying solutions.
• Strong attention to detail, accuracy, and confidentiality.
• Proficiency with MS Office (Excel, Word, Outlook); experience with HRIS or payroll software an asset.
• Basic accounting or bookkeeping experience required.
• Ability to manage multiple priorities and work independently with minimal supervision.
• Excellent communication and interpersonal skills.

Benefits

• Standard business hours with occasional flexibility required.

Training + Development

Interview process

Visa Sponsorship

Security clearance