Payroll & Accounting Coordinator

Spearhead Culture Spearhead is a multi-faceted, innovation-based manufacturing Company specializing in the fabrication of architecture. From our humble beginnings 35 years ago, we have grown into an industry leading, internationally recognized organization – known for our innovative approach, our strategic use of technology, and our deep appreciation of craft and design. We strive to continually improve upon everything that we do, and we feel fortunate to engage with exceptional industry partners who share our vision and contribute to our relentless pursuit of excellence. Harnessing the expertise and knowledge of our entire organization, we add value to our projects through global efficiencies and masterful execution. As industry leaders in design for manufacturing and assembly (DfMA), we have built strong and enduring relationships with esteemed architects, engineers, educational institutions, and industry partners – relationships that now generate the bulk of our work and allow us to build momentum across consecutive projects. Resultingly, Spearhead’s industry presence continues to expand and diversify as we collectively address unique and exciting challenges.  We take pride in our positive work environment, value the expertise and contributions of each employee, and celebrate the success of our efforts. Our growing portfolio of work continues to speak to the tremendous momentum that Spearhead has created – a testament to the remarkable ingenuity, dedication, and progressiveness of the entire Spearhead team. Role: Payroll & Accounting Coordinator Location: Nelson, BC Reports To: Finance Manager Direct Reports: N/A Role Status: Full-time, permanent FLSA Status: Non-Exempt Date of Last Review: March 2026   The Payroll & Accounting Coordinator leads end-to-end payroll processing for salaried and hourly employees during bi-weekly pay cycles, owning everything from timecard audits and CRA remittances to taxable benefit tracking and year-end T4 filing. This role ensures payroll is accurate, compliant, and a consistently positive experience for employees. In the off weeks, the focus shifts to supporting the administration of accounts receivable, vendor payments, bank reconciliations, and month-end close activities including journal entries, balance sheet reconciliations, and payroll data for budgeting and cash flow forecasting.    This role carries significant trust. The Payroll & Accounting Coordinator handles sensitive compensation, banking, and personal employee information daily and is expected to treat that information with the utmost discretion. Beyond confidentiality, the business and its people depend on this role to show up consistently, meet deadlines, and flag issues proactively. This role suits someone who takes pride in getting the details right, understands the downstream impact of their work on both people and the business, and can be counted on for deliverables.    Essential Duties and Responsibilities  Payroll Processing  Process full-cycle bi-weekly payroll for salaried and hourly employees, ensuring accuracy and on-time payment  Review and audit timecards for completeness and manager approvals prior to each payroll close  Calculate and process off-cycle runs including termination pays and pay corrections in compliance with the BC Employment Standards Act  Process payroll reimbursements for cell reimbursement, company-approved mileage, and out of pocket expenses    Compliance & Remittances  Prepare and submit CRA payroll remittances on schedule, ensuring CPP, EI, and income tax deductions reconcile to payroll registers each period  Monitor and apply legislative changes affecting payroll, including annual CRA threshold updates, BC minimum wage changes, and ESA amendments    Taxable Benefits & Deductions  Calculate and track taxable benefits including employer-provided vehicles, employee loans, longevity gifts, and group life insurance for accurate T4 reporting  Working in close partnership with the People & Culture Manager, administer RRSP contribution deductions, track annual limits, and ensure timely contribution uploads including employer matching submissions    Auditing & Reconciliation  Audit each payroll to identify and resolve discrepancies in earnings, deductions, tax withholdings, and year-to-date totals  Reconcile payroll liability accounts to the general ledger each pay period and produce payroll journal entries and variance reports for month-end close    Year-End & T4 Administration  Lead the annual T4 preparation process, reconciling all applicable boxes against payroll registers and benefit summaries prior to filing  Review and approve the T4 Summary with CRA by the annual deadline; manage amended filings and respond to CRA inquiries as needed    General Accounting Duties  Act as a support for accounts receivable functions, including assisting with invoice preparations, posting receipts, and monitoring outstanding balances to ensure timely collections  Process invoices, ensure proper coding, and prepare vendor payments  Ensure all cash receipts have been matched and posted  Initiate payment to vendors and employees for expense reimbursements    Month-End Duties  Assist the finance team with month-end close activities, including preparing journal entries, accruals, and supporting documentation as needed  Reconcile bank accounts, credit card statements, and intercompany balances, promptly investigating and resolving discrepancies  Contribute to budget tracking and variance analysis by providing information and assisting department managers as required  Provide payroll data for month-end financial analysis, budgeting, and cash flow forecasting      Core Competencies  Innovation & Problem-Solving - applies creative thinking to solve work challenges by combining traditional methods with new approaches. Actively seeks opportunities to improve processes and outcomes within their area of expertise  Technical Excellence & Craft Mastery - maintains high standards of technical skill and craftsmanship in their specialized area. Continuously develops expertise whether in digital planning, strategic partnerships, people & culture, fabrication, technical, finishing, operations, or finance  Collaborative Partnership & Communication - works effectively with others through clear communication and knowledge sharing. Builds strong working relationships with colleagues, clients, and partners based on trust and mutual support  Long-term Stewardship & Responsibility - prioritizes safety and invests in developing future capabilities and relationships  Ownership & Continuous Growth - takes responsibility for work outcomes and commitments while maintaining focus on growth and improvement. Demonstrates reliability and proactive communication while seeking opportunities    Qualifications, Knowledge, Skills, Attributes  Minimum 5 years of accounting and payroll processing experience  Certified Canadian Payroll Professional (CPP)  Knowledge of Canadian accounting principles, tax regulations, labour laws, and payroll software; experience with Rippling and QuickBooks an asset  Proficient in accounting software and Microsoft Excel  Exceptional analytical, organizational, and problem-solving skills, with high attention to detail  Effective communication skills and ability to handle confidential information professionally  Adaptable and able to manage multiple tasks and meet deadlines in a fast-paced environment    Schedule and Working Conditions  Ability to work 8:30-5:00, Monday – Friday, with a 30-minute unpaid lunch each day  Ability to work on-site at Spearhead offices  Manual dexterity to operate a computer and other common office equipment on a regular basis  Ability to work sitting or standing at a desk for work shifts    Compensation  Pay range is $60k-$75k commensurate with experience and qualifications  Extended Health and Dental benefits  Weekly Indemnity Insurance  Group Retirement Savings Plan    Statement of Inclusion  Spearhead is committed to fostering a culture of diversity, equity, and inclusion. The unique experiences, talents, and perspectives of our employees drive our success and contribute to both our culture and reputation. We believe that embracing diversity and inclusion is essential to attracting, developing, and retaining a talented workforce. By prioritizing these principles, we enhance innovation, improve problem-solving, and strengthen company performance. Our commitment to diversity ensures that every individual’s contributions are valued, empowering us to achieve sustainable success and continued growth. Locations: Nelson, Canada