HR Payroll Coordinator Oakville

JOB DESCRIPTION

Position Title: HR Payroll Coordinator

Location: 1 – The Canadian Road, Oakville, ON L6H 1A7

Shift: Monday through Friday 6:30AM to 2:30PM, weekends, holidays, potential for daily overtime and additional time as needed

Status: Full time Permanent

Type: Existing Vacancy

Start Date: August 10, 2026

Pay Rate: $28.00 per hour

Benefits: Health, Dental, Life, AD&D and Disability Insurance, Registered Pension Plan, Employee Family and Assistance Program

AWC Operations Canada (AWCC) performs many logistics functions. Some of these are real time yard management, real time data transfers, real time vehicle direct locating, dealer delivery, import / export preparations, rail car preparation and switching, rail car loading and unloading, and extensive assembly plant operations.

Summary of Position:

This position provides administrative support to ensure efficient and productive operations as well as provides guidance and support with daily human resource and payroll related needs for hourly unionized associates.

This document is designed to provide a general overview of the requirements of the position and does not entail a comprehensive list of all activities, duties, or responsibilities that will be required for this position. In addition, these activities, duties, or responsibilities may change and will be periodically updated.

Essential Functions, Duties, and Tasks:

Payroll

• Conduct daily payroll duties, such as entering hours worked and time off into the time and attendance system
• Process time off requests (e.g., vacation requests, bereavement, jury duty, appointments, absences, etc.)
• Calculating statutory holiday pay
• Conduct weekly payroll closing, verify the accuracy and completeness of the calculations; submit to Corporate Payroll Team for processing
• Reconcile payroll reports
• Collaborate with operations staff to collect wages and hours data to generate the daily Wage-to-Revenue (W2R) report and submit to corporate office
• Enter new hires into Human Resource Information System (Autolink)
• Process payroll adjustments Autolink, such as wage increases, in accordance with instructions given and/or collective bargaining agreement
• Process status changes, terminations and leaves, with copy to the Corporate Payroll and Benefits teams
• Reconcile and remit Union dues
• Review and file Record of Employment (ROE's) in a timely manner
• Conduct E.I. post audits on request

Benefits

• Advise the Regional HR Manager of leaves e.g., medical leave, WSIB, etc.
• Monitor the progress in conjunction with the Corporate Benefits Department and Regional HR Manager until the leave has ended
• Track eligibility for health, welfare, and pension benefits and provide related reports to the Corporate Benefits Department
• Issue and collect benefit and pension enrollment and beneficiary materials and forward to the Corporate Benefits Department for processing

Human Resources

• Responsible for maintaining accurate personnel files (both current and terminated) while ensuring confidentiality is upheld
• Provide front line support for payroll, benefit and human resource questions or concerns. Identify resolution and escalate to the management team
• Issue and obtain offer letters and new hire packets
• Coordinate and administer new hire orientation
• Maintain reporting for union e.g., seniority list, and provide reports required by the union
• Maintain the facility Attendance Tracker in accordance with the company's policy
• Issue letters of employment as requested
• Gather information to support workplace investigations and/or operational issues
• Monitor facility compliance with policy, procedure, associate handbook
• Communicate and facilitate the administrative process regarding workplace injuries, between the WSIB, the associate, and management
• Escalates all Human Rights, Employment Standards, WSIB, AODA, etc. issues to the Regional Human Resource Manager

Other Duties/Requirements

• Attend various meetings as needed (e.g., Benefits Payroll User Group meeting)
• Investigates and provides recommendations to continuously improve daily tasks
• Provides back-up to the Administrative Support position
• Promote a positive workplace culture, the facilities open door policy, and the company's value statement "We treat others how they want to be treated"
• Maintain a safe, clean, and organized working environment; notify Manager or Supervisor of any workplace hazards or unsafe condition
• Other duties as assigned by terminal management and/or Regional Human Resource Manager

Knowledge, Skills, and Abilities Required:

• Sound analytical thinking, planning prioritization, and execution skills
• Ability to respond appropriately in pressure situations with a calm and steady demeanor
• Effective attention to detail and a high degree of accuracy
• Must be able to handle confidential information in an ethical and professional manner
• Superior customer service and interpersonal skills with sensitivity to people
• Strong work ethic and positive team attitude
• Strong problem identification and problem resolution skills
• Able to effectively communicate both verbally and in writing
• Highly conscientious, along with an energetic and mature approach to their work

Education, Experience, and Minimum Requirements:

• Minimum 2 years of vocational/college education in relevant area of study
• Good knowledge of payroll systems and internal controls
• Good knowledge of human resource and payroll legislation
• Intermediate level of proficiency with MS Office (e.g., Word, Excel and Outlook)
• Active Standard First Aid CPR A + AED
• Successful credit and criminal record check are required

Working Conditions:

• Work is performed indoors in an office setting
• This is not a hybrid or remote working position

Physical Demands Analysis:

Check Physical Demands

Description

1.

Strength

a.

Standing

ý

5% of time

Speaking with others

Walking

ý

5% of time

Between work areas

Sitting

ý

90% of time

Working in office or attending meetings

b.

Lifting

ý

Up to 10 lbs.

Supplies, equipment

Carrying

ý

Up to 10 lbs.

Supplies, equipment

Pushing

ý

Up to 10 lbs.

Office supplies

Pulling

ý

Up to 10 lbs.

Vehicle doors

2.

Stepping

ý

Retrieving office supplies

Balancing

ý

Retrieving office supplies

Climbing

ý

Step ladder to retrieve office supplies

3.

Stooping

ý

Retrieving office supplies, filing

Kneeling

ý

Retrieving office supplies, filing

Crouching

ý

Retrieving office supplies, filing

Crawling

ý

Retrieving office supplies, filing

4.

Reaching

ý

Office supplies, telephone, etc.

Handling

ý

Office supplies, telephone, etc.

5.

Speaking

ý

Communication with others

Hearing

ý

Communication with others

6.

Seeing

ý

Reports, computer work, etc.

Depth Perception

ý

Computer work

Colour Vision

ý

Computer work, reports

Accommodations will be provided throughout the recruitment, hiring and employment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. The company is committed to diversity and inclusivity in employment and welcome applications from individuals with diverse backgrounds.