Human Resources & Payroll Administrator

Headcount Type: Existing

Application Deadline: June 26, 2026

The Company

DILFO is proud to be trusted by the Ontario construction community to deliver the best for our clients’ needs. We design, install, and provide maintenance for HVAC, heating, cooling, refrigeration, and plumbing systems for large scale projects across different industries. Our team of skilled individuals shares a vision of building with integrity and collaboration to bring quality and innovation to our work every day, and we are honoured to have been recognized by the Ottawa Business Journal as one of Ottawa’s Best Places to Work.

The Team

DILFO has a strong team culture that heavily invests in team member wellness and our community. We host regular social events including Pub nights, golf day, pizza Fridays, and more. We are extremely invested in our local community, partnering with the YMCA for the Cycle for Strong Kids and other programs, donating to the Ottawa Food Bank, partnering with Boys and Girls Club Ottawa to create opportunities for young people, and donating to charities our team members support.

DILFO also offers additional benefits including:

• Health and Dental Benefit plan
• Group RRSP matching plan
• Employee Assistance Program that includes virtual medicine
• Fixed number of paid Wellness days
• Corporate program through Good Life Fitness
• Discretionary bonus program

The Role

The HR & Payroll Administrator is responsible for the accurate and timely processing of weekly payroll for both office and field staff, as well as supporting core human resources functions. This blended role includes payroll administration (2–3 days per week) and HR support including employee recordkeeping, onboarding and offboarding, benefits administration, recruitment coordination, and the development and maintenance of standard operating procedures (SOPs) for both HR and payroll processes.

Keys Tasks

The HR & Payroll Administrator’s duties include, but are not limited to the following:

Payroll Administration:

• Process weekly payroll for unionized and non-unionized employees using Spectrum and time tracking
• Ensure compliance with employment standards, CRA regulations, and collective agreements.
• Complete payroll remittances and reporting including taxes, union dues, and benefits.
• Administer Records of Employment (ROEs), final pay, and payroll adjustments.
• Reconcile payroll accounts with the general ledger and support year-end T4 processing.
• Maintain accurate employee payroll files and documentation.
• Coordinate with managers, site supervisors, and union representatives on pay-related matters.
• Track and manage garnishments, payroll advances, and stabilization contributions.

Human Resources Support:

• Maintain and update employee records and HRIS data to ensure accuracy and compliance.
• Coordinate onboarding and offboarding activities including document collection, system setup, benefits enrollment, and exit interviews.
• Respond to employee inquiries related to vacation, benefits, policies, and pay.
• Support administration of employee benefits, leaves, and accommodations.
• Provide administrative support for performance review and recognition processes.
• Organize and maintain employee files according to policy.
• Post job openings and schedule interviews.
• Assist with reference checks, offer letter preparation, and onboarding logistics.
• Maintain applicant tracking records and recruitment documentation.
• Create and maintain up-to-date standard operating procedures (SOPs) for payroll and HR administrative processes.
• Identify opportunities to streamline workflows and improve documentation practices.
• Support implementation of new systems, forms, and process updates.

Education

• Payroll certification (PCP or equivalent), or enrollment in a recognized payroll designation program, is preferred.
• Post-secondary education in Human Resources, Business Administration, Payroll Administration, or a related field considered an asset.

Experience

• 3-5 years of payroll experience, ideally in a unionized environment.
• 3-5 years of experience using payroll systems and MS Office (especially Excel and Outlook).
• 0-3 years of Human Resource experience

Knowledge and Technical Skills

• Strong technical aptitude in HRIS, payroll platforms, and Microsoft Office (Excel, Outlook, Teams).
• Strong understanding of Human Resources and Payroll legislation in Ontario.

Physical and Environmental Requirements

• Sitting for prolonged durations, especially when performing computer-based tasks.
• Climbing stairs as needed.
• Performing tasks in a noisy environment.
• Manual dexterity for tasks such as typing.

We thank all applicants for their interest in working at DILFO; only those identified for further consideration will be contacted.

Accommodations for disabilities are available, where needed, upon request.

DILFO uses artificial intelligence as part of the screening process.

DILFO does not accept and is not responsible for any fees related to unsolicited résumés from recruitment agencies. Recruitment agencies should not submit resumes in response to this posting to DILFO employees or any associated company location.