Payroll and Benefits Specialist

Department: Finance

Direct manager: Dual reporting role Financial Controller + Director, People & Culture

Location: The ideal candidate will be located in one of the Company's primary markets - Toronto or Vancouver

Hours: Flexible. Must be available as required by the business Monday - Sunday 8AM - 8PM local time

Remote work option: Yes

FTE: Full-Time

Company description

Service-Meets-Retail

Experiential Skincare Company

A pioneer of experience-led, science-forward skincare destinations that transform your everyday. Our immersive locations (Fig Bars) offer an innovative range of 30-minute, best-in-class technology-driven facial treatments and medical aesthetics injections. Tailored by trusted medical professionals, delivering natural-looking results. Alongside a curated assortment of skincare products.

Role Description

The Payroll & Benefits Specialist plays a key role in ensuring our payroll practices and processes are compliant with US and Canada legislation. Reporting to the Financial Controller and working closely with the Director of People & Culture, the ideal candidate will optimize and integrate Payroll and Benefits services across all of our retail and corporate employees in US and Canada. High attention to detail and analytical skills will be required in this position.

Key Responsibilities

Payroll Administration

• Adding new employees to our Bamboo HR and payroll systems and processes
• Maintaining all employee records including personal information upholding compliance and confidentiality throughout our Payroll systems
• Ensure thorough compliance with Canada and US labor laws, including provincial/state laws and minimum wage requirements
• Diligently terminating employees with urgency in the payroll system and process any outstanding payouts for USA and Canadian based employees
• Processing full-cycle payroll on a bi-weekly basis with accuracy for both USA and Canadian based employees
• Ensure all appropriate documentations are available for access (i.e. ROE, T4, W2s) and any tax-related or income related information
• Resolve any follow-up inquiries regarding payroll processing with care and diligence
• Process any off-cycle payments through direct deposits, tracking all paid time off and managing any queries related to pay as first point of contact
• Accurately owning all year-end reconciliation processes for USA and Canada including tax slips
• Maintain strict compliance with any federal, provincial/state, and local payroll tax regulations and reporting requirements
• Report and file on any annual returns related to workers compensation for the province of BC and ON
• Raise any opportunities for improvement around legislation for USA and Canadian payroll standards to the business to maintain compliance
• Identify and communicate any process optimization opportunities for business efficacy and recommend procedures forward

Benefits Administration

• Act as the primary contact for employee queries on the group benefits program
• Perform regular audits of both Payroll and Benefits information to ensure accuracy
• Manage day-to-day administration of the group benefits program for FT employees in USA and Canada
• Manage any benefit enrollment changes as needed and update all systems accordingly
• Own all benefit terminations in a timely and effective manner
• Enroll USA employees into the benefits portals as needed
• Manage all benefit deductions and taxable benefits information diligently in the payroll systems
• Facilitate and manage all benefit enrollment information and forms for existing or new employees and oversee any enrollment changes or steps end-to-end
• Perform regular audits of both Payroll and Benefits information to ensure accuracy
• Collaborate with cross-functional teams and our external benefits partners to resolve enrollment concerns, claims, and other issues

We are looking for someone who has:

• Post-secondary education in Finance, Payroll or equivalent combination of education and experience required
• 2-5 years experience administering USA and Canadian Payroll an asset
• Relevant designation such as Canadian Payroll Association (CPA) an asset
• Experience and knowledge or willingness to learn of North American payroll processes and legislation is an asset
• Experience working in a fast-paced retail & beauty environment is considered an asset
• Familiarity with payroll systems (Bamboo HR, Quickbooks, Prospr, scheduling programs)
• G-Suite experience (Google workspace functionality) knowledge
• Excellent ability to manage reporting through Excel or Google sheets
• Ability to multitask and handle confidential and sensitive information with care
• Strong collaboration, interpersonal and team-centric skills while being comfortable with changing priorities
• Excellent attention to detail

At Formula Fig, we believe that our people are at the forefront of our brand - every team member will make a meaningful contribution to our growing company.

Fig provides equal employment opportunity (EEO) to all employees and applicants for employment. We believe in providing an inclusive workplace where all individuals have the opportunity to succeed.

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