Staffing, Payroll & HR Dispatcher
Incumbent: Vacant
Project: Oakridge Park
Reports to: Project Manager, with functional coordination with HR and Accounting
Role Summary
The Staffing, Payroll & HR Dispatcher supports the Oakridge project by coordinating staffing administration, payroll and time reconciliation, recruitment and onboarding, and workforce documentation. This role is responsible for maintaining accurate employee and contractor records, reviewing hours and payroll information, identifying discrepancies, and ensuring complete and timely supporting documentation for payroll and client invoicing. The position serves as a key communication link between project supervision, workers, Human Resources, Accounting, and the Dispatch team. Strong organization, confidentiality, independent judgment, and the ability to manage changing priorities are essential, particularly during payroll close, reconciliation, month-end, and invoicing periods.
Duties
Staffing & Dispatch Coordination
· Coordinate daily staffing schedules, assignments, attendance updates, absences, replacements, and changes in worker status.
· Maintain accurate and current staffing rosters, headcount records, worker classifications, shifts, and project assignments.
· Communicate staffing requirements, schedule changes, payroll deadlines, and documentation requests clearly to workers, supervisors, HR, and Accounting.
· Follow up on missing timesheets, approvals, worker information, or supporting documents before payroll and invoicing deadlines.
· Respond to operational staffing issues promptly and escalate unresolved concerns or discrepancies to the appropriate manager.
Payroll & Time Reconciliation
· Collect, organize, review, and reconcile timesheets, attendance records, payroll data, and supporting approvals for employees and self-employed contractors.
· Verify regular hours, overtime, shift premiums, worker classifications, rates, dates, cost codes, and project assignments against schedules and site records.
· Identify discrepancies early, coordinate corrections with supervisors and workers, document changes, and maintain a clear audit trail.
· Prepare payroll summaries, reconciliation reports, exception lists, and supporting files for review and approval by Project Management, HR, and Accounting.
· Support payroll administration in QuickBooks Online (QBO) and other approved systems, including employee and contractor setup, banking details, tax information, and payroll configurations where authorized.
· Ensure payroll information is complete, validated, accurately filed, and submitted in accordance with internal deadlines.
Recruitment, Hiring & Onboarding
· Support the full hiring process, including job postings, candidate screening, interview coordination, reference checks when requested, offer administration, and onboarding.
· Collect and track required employee and contractor documentation, including identification, tax and banking forms, agreements, certifications, and other onboarding records.
· Set up new workers in QBO, Monday, and other approved HR, payroll, or project systems, ensuring information is accurate and complete.
· Monitor missing or expiring worker documentation and follow up before it affects scheduling, payroll, site access, or compliance.
· Maintain confidentiality and exercise discretion when handling employee, payroll, banking, and personal information.
Invoicing & Financial Documentation
· Provide reconciled labour hours, payroll data, and supporting documentation required for project invoicing and client billing backup.
· Compare payroll and worked-hour records against invoicing support, identify differences, and coordinate corrections before invoice submission.
· Maintain organized, complete, and audit-ready payroll, reconciliation, staffing, and billing files.
· Support invoice processing, payment documentation, and related administrative activities when required.
· Help prevent billing and payment delays by ensuring discrepancies are identified and resolved before monthly close and invoicing deadlines.
General Administration & Process Support
· Prepare and maintain Excel trackers, payroll reconciliation files, staffing reports, onboarding logs, and deadline calendars.
· Support email correspondence and professional communication with employees, contractors, vendors, clients, and internal stakeholders.
· Follow established procedures, internal controls, documentation standards, and approval requirements.
· Recommend practical process improvements that increase accuracy, accountability, and efficiency across staffing, payroll, and invoicing workflows.
· Provide other administrative and operational support as assigned in a fast-paced project environment.
Education & Experience
· Post-secondary education in Human Resources, Payroll, Accounting, Bookkeeping, Business Administration, or a related discipline is preferred. Equivalent practical experience may be considered.
· A minimum of two years of experience in payroll administration, timekeeping reconciliation, Human Resources administration, staffing coordination, dispatch, or a related role is preferred.
· Hands-on experience reconciling worked hours, payroll records, overtime, employee classifications, and supporting documentation is strongly preferred.
· Experience supporting recruitment, onboarding, employee documentation, and contractor administration is preferred.
· Experience in construction, project staffing, high-volume workforce coordination, or another deadline-driven environment is considered an asset.
· Experience with QuickBooks Online (QBO), Microsoft Excel, Monday, payroll systems, or similar workforce-management tools is preferred.
Skills
· Excellent organizational and time-management skills, with the ability to prioritize multiple tasks and meet firm payroll and invoicing deadlines.
· Strong attention to detail and accuracy when reviewing hours, rates, worker records, and financial documentation.
· Strong analytical and problem-solving skills, with the ability to identify discrepancies, investigate causes, and coordinate timely corrections.
· Effective written and verbal communication skills, with the ability to communicate professionally and clearly with workers, supervisors, HR, Accounting, and clients.
· Ability to work independently, maintain momentum during high-volume periods, and take ownership of assigned responsibilities through completion.
· Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee, payroll, and financial information.
· Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
· Ability to adapt to changing operational priorities and remain dependable during payroll close, reconciliation, month-end, and invoicing periods.
Location & Work Arrangement
· Full-time, office and project-based position supporting the Oakridge Park project in Vancouver.
· Regular on-site presence is required to support staffing coordination, document follow-up, payroll reconciliation, and project communication.
· The role must be able to support peak payroll, reconciliation, month-end, and invoicing periods when operationally required, in accordance with company policies and applicable employment standards.
Pay: $25.00-$30.00 per hour
Benefits:
- Dental care
- Extended health care
- RRSP match
Education:
- AEC / DEP or Skilled Trade Certificate (required)
Location:
Work Location: In person
