Payroll Coordinator at Optima Living in Surrey, BC, CA

About Optima Living
Founded in 2007 by two friends inspired by a love for seniors and their families’ dementia journeys, Optima Living was created to offer a more home-like experience in seniors housing and care.
What began as a personal mission has grown into one of Western Canada’s leading senior living and continuing care providers, offering Independent Living, Assisted Living, Supportive Living, Long-Term Care, Brain Health, and Memory Care—including Optima’s proprietary brain health and care model, Spark, Your Wellness, Your Way.
Today, we are the only Top 10 Canadian senior living and care provider focused exclusively on Western Canada, serving more than 4,300 residents across Alberta and British Columbia. Guided by our North Star, Let us welcome you home™, we are committed to People, Place, and Community, delivering resident-centered care and redefining aging with purpose.
Position Summary
The Payroll Coordinator is responsible for ensuring accurate and timely processing of payroll for employees using Dayforce. This role involves managing payroll systems, maintaining compliance with relevant laws and regulations, addressing employee payroll inquiries, and preparing detailed reports. The Payroll Coordinator plays a critical role in maintaining the integrity of the company’s payroll processes and contributing to employee satisfaction. This is a full-time, in-office position.
Responsibilities
• Maintain employee data files and ensure accurate updates (new hires, terminations, wage increases, and status changes).
• Ensure compliance with policies, procedures, union agreements, and regulatory requirements.
• Perform audits to keep records current and accurate.
• Manage and administer bi-weekly- hourly/salaried payroll, ensuring timely payments.
• Maintain payroll records as required by federal and provincial regulations.
• Accurately report and record all payroll transactions, verifying pay amounts, hours worked, deductions, etc.
• Calculate and prepare necessary adjustments, termination payments, or special payments for the current payroll cycle.
• Collaborate with Finance and HR departments to resolve any issues.
• Track and address payroll inquiries.
• Prepare and issue Records of Employment (ROE) within legislated timeframes.
• Maintain the confidentiality of payroll information.
• Set up new hires in the payroll system, ensuring correct deductions and earnings.
• Handle T4 reconciliations, benefits and year-end processing
• Assist with ADHOC Payroll reporting
• Other duties in support of payroll functions and other tasks may be assigned.
Qualifications and Experience
• A minimum of 1-2 years of related full cycle payroll experience, preferably in a unionized environment.
• Payroll Compliance Practitioner (PCP) designation or pursuing their PCP designation.
• Experience with Dayforce and Payroll implementation
• Excellent English communication skills, both verbal and written.
• Experience working in a multiple entity environment is an asset
• Superior interpersonal skills to interact with internal employees and external vendors
• Excellent written and oral communication skills, demonstrating strong attention to detail and accuracy
• Strong sense of ethics and the ability to handle sensitive information with tact and discretion
• Exceptional organizational skills with the ability to handle multiple tasks and deadlines
• Strong problem solving and analytical skills
• Strong computer literacy including effective working skills with Microsoft Suite
• High standards of personal, professional, and ethical conduct.
• Initiative and sound judgment.
• A collaborative, proactive, and results-oriented approach.
• Excellent relationship-building abilities.
• Proficient in Microsoft Office (Teams, Excel, Outlook)
• Thrives under pressure and is result oriented
• Analytical, flexible and able to effectively prioritize
• Time Management skillset