Payroll & Benefits Specialist
About CoolIT Systems Inc.
Founded in Calgary, Alberta in 2001, CoolIT Systems is the leading Direct Liquid Cooling technology provider for data centers, supercomputers, and desktop computers. We design and manufacture solutions used by the largest tech companies globally.
Recognized as one of “The Americas’ Fastest Growing Companies 2023” by Financial Times and honored with the Deloitte Fast 50 Clean Technology award in 2022, as well as the Deloitte Fast 500 distinctions in both 2021 and 2022, CoolIT's rapid growth is capturing global attention.
As demand for generative AI, high performance computing and cloud solutions rapidly expands, there has never been a more exciting time to join our team.
WHAT YOU’LL DO:
Role
As a member of the Employee Services Team, the Employee Services & Payroll Specialist serves as frontline support for employee lifecycle events, payroll, benefits, and general inquiries within a centralized service model. Acting as the first point of contact via phone and email, this role operates in a high‑volume, detail‑driven environment. The ideal candidate is a self‑starter who takes ownership of their responsibilities and is committed to continuous learning and professional growth.
Responsibilities
Payroll & Benefits Administration
- Implement, maintain, and review payroll processes to ensure timely and accurate payroll delivery, including salaries, benefits, taxes, and other statutory deductions
- Process payroll for Canadian and U.S. salaried and hourly employees
- Support global payroll and benefits activities, as required
- Review and process employee deductions, including federal, state/provincial, and local taxes, benefits, retirement plans, and garnishments
- Verify time and attendance data for accuracy prior to payroll processing
- Process year‑end payroll reconciliations, including balancing and reporting
Employee Services & Compliance
- Act as a first point of contact for employee payroll and benefits inquiries, ensuring accurate and timely responses
- Administer employee benefits transactions including health, dental, HSA, and related programs
- Manage and administer employee leaves, including short‑term and long‑term disability (STD & LTD)
- Ensure compliance with federal, provincial, and local payroll legislation, employment standards, and best practices
- Maintain electronic personnel files in compliance with legal and regulatory requirements
Continuous Improvement & Reporting
- Investigate issues, review processes, and recommend enhancements to improve payroll and employee services efficiency
- Prepare payroll‑related reports and billings on an ongoing basis
- Manage internal and external audit requests
- Collaborate with the HR team to identify gaps in internal processes, documentation, and procedures, and recommend improvements
WHO YOU ARE
Basic Qualifications
- Post‑secondary education (diploma or degree) in Human Resources, Business, or a related field
- Minimum of five (5) years of job‑related experience in payroll and/or employee services
- Strong knowledge of Canadian and U.S. payroll practices
Preferred Qualifications
- Payroll Compliance Professional (PCP) designation (completed or in progress)
- Experience working with UKG (or similar HRIS/payroll systems)
Skills
- Strong understanding of federal, provincial, state, and local payroll and employment legislation
- High level of accuracy and attention to detail in a high‑volume environment
- Proficiency in Microsoft Excel and other MS Office tools
- Strong organizational and time‑management skills with the ability to meet deadlines
- Ability to work independently while managing competing priorities
- Excellent communication and interpersonal skills, with experience supporting employees across multiple countries
- Process‑oriented mindset with a focus on continuous improvement
WHY COOLIT?
We strive to be an employer of choice and as such we believe in rewarding our employees with career and development opportunities that will maintain and strengthen our culture while aligning to our vision and values.
Benefits
We are a company that is full of vibrant, innovative people who love what we do. Our comprehensive benefits package includes:
- Vacation and flex days, and paid company-wide shutdown during the holiday season.
- Comprehensive benefits including Dental, Drugs, Optical, Paramedical and Health Spending. These costs are covered by CoolIT and are enacted from your first day.
- Dress for your day – in a casual yet professional environment.
- Retention rewards like “The Big Coffee Break” that reward tenure with additional vacation time and a monetary bonus.
- Company-funded RRSP contributions to support your long-term financial goals.
We thank every candidate in advance, however, only those selected for an interview will be contacted.
Successful candidates for this position will be required to undergo background checks including criminal records check and education.
