Payroll and HR Administrator

An exciting career awaits at CoolIT Systems

POSITION: Payroll and HR Administrator

JOB TYPE: Fulltime, Permanent
Calgary, AB
REPORTS TO: Director of Human Resources.
EDUCATION: Minimum CPA certification or equivalent experience.

Company Overview

Founded in Calgary, Alberta in 2001, CoolIT Systems Inc. is the world leader in liquid cooling technology. Today, CoolIT’s technology is disrupting the inefficient, expensive, and outdated paradigm of using air to keep electronics cool. We work with the biggest names in the technology industry to enable high-performance data centers and desktop computers that are used for everything from solving science’s most complex problems to delivering the latest high-end entertainment experiences.

As the global leader in scalable liquid cooling technology for desktop computers and data centers, CoolIT expects to continue our strong growth trend in 2022. With a record-breaking open order book and an average YoY revenue growth rate of 60% since 2016, there’s never been a more exciting time to join our team.

We strive to be an employer of choice and as such we believe in rewarding our employees with career and development opportunities that will maintain and strengthen our culture while aligning to our vision and values. We are a company that is full of vibrant, innovative people who love what we do.

Vivid Vision

At CoolIT, our Vivid Vision is perhaps the most important document we possess, and we reference it daily. The Vivid Vision brings us together and aligns our efforts, intentions, and definition of success. As we grow, the need to have a unified cause and direction is more vital than ever, and the Vivid Vision is exactly that. This is where we are going and this is how we will know when we get there. Our Vivid Vision is based on three pillars:

  • Dream: An innovation beacon, authority and educator to industry
  • People: Bright passionate team members pursuing dreams, thinking different and finding a better way
  • Culture: Delivering on what we promise, on-time, every time

The Opportunity

The Payroll and Human Resources Coordinator is responsible for all aspects of running a biweekly hourly and salaried payroll for approximately 200 employees within Canada, USA and several other entities outside of North America. This role is also responsible for administering the employee benefit programs as well as general support for the Human Resources functions.

Duties and Responsibilities

  • Utilize the Payroll System for records management and payment to employees for regular and off cycle payroll runs.
  • Reconcile Vacation time, flex hours, OT, and Stat pay to ensure correct reporting of accruals in the financials and time available to employees.
  • Manage EI reduction program and other required payroll reporting both provincially and federally
  • Knowledge of Time Clock system that is required for payroll input for hourly staff
  • Record Payroll transactions and employee expenses in NetSuite.
  • Experience processing employee expenses in Concur or similar platform
  • Calculation of commissions and bonus program payments
  • Issuing ROE’s accurately and within required timelines
  • Identify and implement payroll related improvements.
  • Participate in testing and implementation of potential new payroll/HRIS systems or system upgrades.
  • Preparing year end reconciliations, issuing T4, T4A’s and annual WCB reporting.
  • Record Payroll transactions and employee expenses in NetSuite.
  • Manages enrollment of new employee’s and Benefit Provider system updates as required.
  • Update Payroll records with taxable portion of benefits as enrollment and updates are completed.
  • Recruitment – Assist with interviews when needed, interview scheduling and offer letters
  • Providing onboarding to new hires
  • Maintain employee files.
  • Work closely and collaboratively across departments to meet objectives, creatively solve issues, anticipate challenges and respond to opportunities.
  • Maintains employee confidence and protects operations by keeping human resource and finance information confidential.
  • Keep up to date with the latest HR trends and best practice.

Required Skills

  • 5+ years of full-cycle payroll experience.
  • Advanced working knowledge of relevant legal payroll and HR regulations.
  • Strong numerical aptitude and attention to detail.
  • Previous experience in accounting and understanding of accounting processes would be considered an asset.
  • Good time management and organizational skills.
  • Able to prioritize and multitask effectively
  • Superb written and verbal communication skills.
  • Confidence to work independently and with a team.
  • Works well under pressure and meets tight deadlines.
  • Energetic self-starter, with the ability to adapt quickly, readily learn new skills, and work confidently without supervision showing consistent initiative.
  • Demonstrated passion for customer service and administration.

Application Requirements

  • Cover Letter
  • Resume


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