Title: Sr. Payroll & Benefits Coordinator
Reports to: Director, People & Culture
Posting: #25-068
Department: People and Culture
Compensation: $74k-85k annually; commensurate with experience
Posting Closing Date: November 2, 2026 at 4pm
Organizational Focus:
Pacifica Housing Advisory Association (Pacifica Housing) has been providing safe and affordable homes for almost 35 years and is one of the largest non-profit housing providers on Vancouver Island. As a charitable organization, Pacifica Housing's vision is to provide
Equitable housing in pursuit of thriving communities. Our mission is to advance independence of individuals and families through equitable housing and supportive services.
Pacifica Housing is a rapidly growing organization dedicated to meeting the housing and support needs of our community. As such, we are committed to building up our fast-growing team with a culture that supports and drives our people and reinforces our team with caring, responsible innovators. Pacifica owns and/or operates 37 properties in addition to a number of programs. The annual budget is approximately $21M and the total staff complement is around 160 employees.
Pacifica is proud to be a Certified Living Wage Employer by The Living Wage for Families Campaign. A living wage is defined as the hourly amount a family needs to cover basic expenses and is calculated based on the cost of living for that region. Providing a Living Wage is beneficial to the economy, community and employees.
Position's Primary Objectives:
Reporting to the Director, People & Culture, the Senior Payroll & Benefits Specialist is the subject matter expert responsible for leading the organization's payroll and benefits administration functions. The position ensures the accurate and timely processing of payroll, administration of employee benefit and pension programs, and compliance with collective agreements, employment legislation, and regulatory requirements.
The Senior Payroll & Benefits Specialist serves as a key advisor to leaders and employees on payroll, benefits, taxation, pension administration, leave entitlements, and collective agreement interpretation as it relates to compensation practices. This role works collaboratively with People & Culture, Finance, operational leaders, union representatives, external vendors, and government agencies to maintain payroll integrity, support organizational compliance, and drive continuous process improvements.
Key Responsibilities:
Payroll Administration & Compliance
- Lead the end-to-end administration and processing of bi-weekly payroll for salaried and hourly employees across multiple programs, departments, and funding sources
- Ensure payroll practices comply with collective agreements, employment standards legislation, Canada Revenue Agency regulations, pension requirements, and organizational policies
- Interpret and administer payroll-related provisions within collective agreements, including premium pay, overtime, shift differentials, statutory holiday pay, seniority-based entitlements, leaves, and retroactive payments
- Review and audit payroll transactions to ensure accuracy and timely resolution of discrepancies
- Maintain payroll system integrity and oversee payroll-related configuration changes, testing, and process enhancements
- Prepare and submit statutory remittances and payroll reconciliations
- Coordinate year-end payroll activities including T4s, T4As, pension reporting, Records of Employment (ROEs), and other regulatory requirements
- Participate in collective bargaining preparation by providing payroll-related costing, analytics, and reporting support
- Support payroll audits and respond to requests from auditors, government agencies, and regulatory bodies
Benefits, Pension & Leave Administration
- Oversee the administration of employee benefits, pension, RRSP, and group insurance programs
- Act as the primary organizational contact for benefits carriers, pension administrators, and third-party providers
- Ensure accurate enrollment, changes, terminations, and reconciliation of benefit and pension deductions
- Administer employee leaves including disability, maternity/parental leave, sick leave, WCB claims, and other legislated leaves
- Provide guidance to employees and managers regarding benefit eligibility, coverage, pension participation, and leave provisions
- Monitor benefit utilization trends and assist with annual renewals and provider evaluations
Reporting, Analysis & Systems Administration
- Develop, maintain, and analyze payroll, benefits, and workforce reports to support operational and strategic decision-making
- Reconcile payroll and benefits information with Finance and prepare reports required by funders, auditors, and government agencies
- Identify trends, risks, and opportunities related to payroll costs, overtime, absenteeism, and benefits utilization
- Maintain HRIS, payroll, and attendance systems to ensure data integrity, accuracy, and confidentiality
- Lead payroll testing and implementation activities associated with system upgrades, process improvements, and new program initiatives
Leadership & Advisory Support
- Serve as the organization's senior payroll and benefits resource and provide guidance to leaders regarding payroll administration and collective agreement application
- Develop and deliver payroll and timekeeping training for managers and supervisors
- Support organizational planning initiatives by providing workforce data, compensation reporting, and payroll analysis
- Develop and document payroll procedures, controls, and best practices
- Participate in People & Culture projects and organizational initiatives as assigned
Requirements
Qualifications (minimum Education and Experience requirements):
Note: An equivalent combination of education and experience may be considered.
Education:
- Post-secondary degree, diploma, or certificate in Payroll Administration, Human Resources, Business Administration, Finance, or Accounting
- Payroll Compliance Practitioner (PCP) designation required
- Certified Payroll Manager (CPM) designation or advanced payroll certification considered a strong asset
- CPHR designation or progress toward designation is considered an asset
Experience:
- Minimum five (5) years of progressive payroll and benefits administration experience
- Minimum three (3) years of experience working in a unionized environment with responsibility for interpreting and administering collective agreement provisions
- Experience administering payroll for a complex, multi-site organization
- Experience using ADP Workforce Now or similar enterprise payroll systems
- Experience working collaboratively with Finance, Human Resources, union representatives, and external service providers
Knowledge, Skills and Abilities:
- Advanced knowledge of payroll legislation, Employment Standards, labour relations practices, CRA regulations, pension administration, and benefits programs
- Strong understanding of collective agreement interpretation and administration as it relates to compensation and benefits
- Exceptional analytical, problem-solving, and reconciliation skills
- Demonstrated ability to manage competing priorities and meet critical payroll deadlines
- Advanced proficiency with Microsoft Excel, payroll systems, and HRIS platforms
- Excellent attention to detail and commitment to data accuracy
- Strong interpersonal, communication, and customer-service skills
- Proven ability to handle confidential and sensitive information with discretion and professionalism
- Ability to build effective working relationships with managers, employees, union representatives, and external partners
- Continuous improvement mindset with the ability to identify and implement process efficiencies
Additional Criteria for Role:
- Completion of a Criminal Record Check with the Vulnerable Sector is required before employment commences
- Ability to maintain strict confidentiality and adhere to all privacy legislation and organizational policies regarding employee information
As Pacifica Housing works with vulnerable populations, We require all staff to successfully clear a Vulnerable Sectors Criminal Record Check run by the Ministry of Justice. Any offer of employment is contingent on the applicant providing proof of criminal record check prior to commencing employment.
Please note: While this position is posted externally concurrently, members within the collective bargaining unit will receive first consideration in the appointment.
Benefits
- A mission driven and meaningful working environment
- Competitive salary from a Certified Living Wage Employer
- Three (3) weeks vacation entitlements plus significant wellness time
- Excellent benefits package for full-time employees (includes extended health and dental, life insurance, and more)
- Competitive employer RRSP contributions; no matching required
- Employee assistance program
- Career development and internal advancement opportunities
- Organization and individual training opportunities
- Social committee that includes robust team building and staff social events
- Dog friendly offices
Pacifica Housing advises all employees, contractors and volunteers of the risk of violence, injury and harm that is present in the execution of their duties. Pacifica Housing is committed to providing a safe and risk-free work place, however, we acknowledge the inherent risk in social housing and direct support work while in homes and in other support relationships.
Pacifica celebrates diversity and what makes you uniquely you. We welcome the unique contributions that you can bring in terms of your culture, ethnicity, race, sexual orientation, gender identity and expression, nation of origin, age, languages spoken, veteran's status, colour, religion, and diversability. 
