Job Description:As part of our continued growth and US expansion, we are seeking an
experienced Payroll Manager,
based in Toronto, to own the full operational and compliance management of payroll for our US entities. A working knowledge of Canadian payroll will be considered a valuable additional asset.
The successful candidate will serve as the company's payroll subject matter expert, with deep mastery of US federal and multi-state payroll regulations and a strong ability to operate autonomously in a fast-paced, cross-border environment.
Key Responsibilities1. US Payroll Operations - Multi-State [Core Responsibility] - Own end-to-end payroll processing for all US-based employees across multiple states
- Master federal payroll taxation
- Manage state and local taxes
- Handle all federal filings
- Apply Fair Labor Standards Act (FLSA) rules: overtime calculations, exempt vs non-exempt classification, multi-state minimum wage compliance
- Process garnishments, child support orders, tax levies, and creditor garnishments per state and federal regulations
- Manage New Hire Reporting obligations per state
- Company registration in new states
- Administer employee benefits in payroll: 401(k) contributions, FSA/HSA deductions, group insurance
2. Compliance, Controls & Regulatory Watch - US - Ensure full compliance with US federal and multi-state payroll laws and regulations
- Conduct regular internal audits and payroll account reconciliations
- Meet all tax deposit and filing deadlines with the IRS and state tax agencies
- Maintain active regulatory watch: new state laws, IRS updates, annual SUI/SUTA rate changes, FLSA guidance
- Prepare for external audits
3. Payroll Systems & Reporting
- Help the Group to implement unique payroll software linked to the HRIS (Workday)
- Implement payroll processes
- Configure new payroll rules and maintain calculation tables
- Calculation and tracking of vacation accruals
- Produce regular HR/Finance reports
- Contribute to digitalization and continuous process improvement initiatives
4. Internal Coordination & Stakeholder Management
- Serve as the primary point of contact for employees on all payroll-related questions
- Work closely with HR and Finance
- Coordinate with external US tax and legal advisors
- Support onboarding and offboarding processes from a payroll perspective
5. Canadian Payroll Knowledge - Nice to Have While not a core requirement for this role, familiarity with Canadian payroll regulations will be considered a notable advantage.
Candidate Profile Education - Bachelor's degree (or equivalent) in Accounting, Human Resources, Business Administration, or a related field
- US professional certification strongly preferred: FPC (Fundamental Payroll Certification) or CPP (Certified Payroll Professional) - American Payroll Association (APA)
- Canadian certification appreciated as a complement: PCP or CPM (National Payroll Institute) - asset
Experience - Minimum 5 to 10 years of confirmed experience in payroll management (required)
- Knowledge of Canadian payroll (multi-province) appreciated but not required
- Experience in a multi-entity or multi-country environment is a plus
- Background in a high-growth or payroll function build-out context is an advantage
Technical Skills
- IRS, FLSA, FICA, FUTA/SUTA, multi-state obligations (required)
- CRA, CPP/EI, provincial legislation (asset)
- ADP Workforce Now, Ceridian Dayforce, Paylocity, Payworks, Workday or similar
- Strong understanding of payroll/accounting interfaces and general ledger journal entries
Personal Qualities
- Exceptional accuracy and a strong sense of confidentiality
- Self-starter with the ability to manage competing priorities and tight deadlines
- Strong communication and ability to explain complex payroll topics to non-specialists
- Analytical mindset with a proactive approach to problem-solving
- Adaptable in fast-evolving environment, resilience.
Compensation & Working Conditions - Salary based on experience
- On-site + remote 1 day/week
- Occasional travel to the United States
- Permanent full-time position
Required Skills:• Payroll
