The HR & Payroll Specialist is responsible for delivering full-cycle payroll services for corporate stores and the Support Centre. This includes managing payroll processing and all payroll-related activities through payroll platform (ADP Workforce Now or similar) with accuracy, timeliness, and adherence to all applicable legislation, as well as maintaining accurate HRIS data. The role will be responsible for the reporting and administrative servicing of the payroll and HR functions. The Payroll Specialist ensures all payroll and HRIS processes are efficient, compliant, and contribute to a positive employee experience.
Payroll Administration
- Lead and coordinate daily payroll activities.
- Process full-cycle payroll for hourly and salaried corporate stores and Support Centre employees using payroll platform like ADP Workforce Now or any other platform that the company may use.
- Review and validate payroll data, including hours worked, overtime, bonuses, and deductions.
- Perform manual payroll calculations, including adjustments, retro pay, and off-cycle payments as needed.
- Ensure compliance with federal/provincial employment standards, tax regulations, and company policies.
- Prepare and reconcile accurate payroll reports, records of employment (ROEs), and year-end documents (T4s, T2200s, etc.).
HR Administration
- Maintain accurate and up-to-date employee information in HRIS and payroll systems.
- Organize and maintain confidential paper and digital employee records in compliance with legal and company requirements.
- Process leaves of absence, ensuring legislative compliance and accurate documentation.
- Issue letters of employment and all other employee documentation as needed.
- Complete monthly cross-platform reviews to ensure data accuracy.
- Generate HR and payroll reports for management as required.
- Other HR support as needed
Benefits Administration
- Enroll eligible employees into benefit plans in a timely and accurate manner
- Process employee benefit changes (e.g., new hires, terminations, status changes) based on submitted change forms and supporting documentation
- Maintain and update employee information within the benefits administration platform to ensure data accuracy and integrity
- Complete and reconcile monthly benefits reporting
- Ensure compliance with applicable legislation, internal policies, and audit requirements related to benefits administration
- Assist in benefits communications, including employee education and enrollment materials
- Maintain up-to-date knowledge of employment laws, legislative updates, tax changes, and best practices across multiple provinces
- Support workplace audits and ensure documentation meets compliance standards.
- Administer documentation and ensure compliance with immigration regulation as needed
- Maintain strict confidentiality of payroll information
Employee Relations
- Serve as first point of contact for all employee inquiries by managing shared inboxes
- Provide guidance to employees and managers on HR policies, payroll procedures, and compliance matters.
- Support employee engagement initiatives and promote a positive workplace culture.
- Identify and escalate sensitive or complex employee relations issues, including potential policy violations, to the Manager, HR, ensuring timely resolution in alignment with company policies and protocols.
The duties of this position may change from time to time. MBI Brands reserves the right to add or delete duties and responsibilities at its discretion contingent on business need. This job description is intended to describe the general level of work being performed. It is not intended to be all-inclusive.
Policy
- Adhere to all policies and plans through communication, action, and consistent enforcement.
- Effectively and efficiently perform all job functions following policy and leading by example.
- Stays up to date on all training as required and follows all health and safety, and sanitation policies enforcing with disciplinary action as needed.
Attitude and Professionalism
- Actively participates in positive and constructive communication across all departments.
- A team player, who provides support to colleagues and has a hands-on approach.
- Conducts themselves in a solutions-based approach, solving problems collectively and reporting any concerns at an appropriate time to your manager.
- Follows all policy and does not engage in any actions that may be perceived as conflicting with company policy regarding bullying, harassment, discrimination, and/or violence.
Required Skills and Qualifications
- Minimum 3+ years of hands-on payroll experience (preferably with ADP Workforce Now) and strong knowledge of Canadian provincial legislation, employment standards, and HR compliance requirements.
- Excellent written and verbal communication skills
- Critical thinking and problem-solving skills with exceptional attention to detail, organization, and ability to meet deadlines.
- Proficient in Microsoft Office and HRIS/payroll systems, able to manage competing priorities in a dynamic environment.
Education / Certification
A college or university degree specializing in Human Resources, Accounting, Business or related field
Physical activities and Requirements of this position
- The position may require long hours of sitting and using office equipment and computers
- Must be willing to drive, and travel, as needed for business.
Occupational health & safety requirements
All workers must work in a manner compliant with the Ontario Occupational Health and Safety Act and its regulations in addition to company health and safety policies and procedures. All workers must report any set of circumstance which may be deemed to place themselves or any other employee at risk of incident, and with any employee, including supervisors and managers, seen to be in contravention of Ontario Occupational Health and Safety Act and its regulations in addition to company health and safety policies and procedures. All workers shall use or wear the equipment, protective devices or clothing that the employer requires to be used or worn and immediately report any missing or defective protective devices or clothing.
About Us
MBI Brands (the “Company”) is one of Canada's largest privately held restaurant companies, franchising and operating two premium QSR brands - Mary Brown's Chicken and Fat Bastard Burrito. Both brands have established MBI Brands as a nationally recognized franchisor of choice. Renowned for its family-like culture, the Company fosters an environment where team members can grow, thrive, and make meaningful contributions. Driven by a dedicated team of Operators Who Care, MBI Brands is committed to excellence, best‐in‐class service, and serving guests, teams, and communities worldwide.
We are a team of Operators Who Care, strongly focused on excellence, best-in-class service, and caring for our guests, teams and communities across the globe. We celebrate our people - from new hires to our most tenured employees - creating a culture built on respect, inclusivity, collaboration and teamwork. With nearly 400 locations worldwide and plans to double our footprint in the next few years, we are embarking on exciting expansions into both new and existing markets, including the UK, Mexico, India, and Pakistan.
MBI Brands holds the prestigious Canada’s Best Managed (Platinum Member) designation and has also received numerous awards, including the Canadian Franchise Association’s Franchisee Satisfaction Award and recognition as one of the Best Places to Work.
We are proud to offer a range of unique and attractive benefits:
- Extended health benefits coverage including dental coverage, critical illness coverage, life insurance, and long-term disability
- Eligibility to participate in our retirement savings plan with employer match
- Minimum of three weeks paid vacation
- Career advancement opportunities
- Wellness programs, with an on-site gym and personal trainer
Bonus eligibility: discretionary annual bonus.
Base Salary $60,000 to $70,000. Base salary for this position may vary based on relevant factors such as experience, education, location, and skills.
This posting is for an existing vacancy.
MBI Brands is committed to building a diverse workplace reflective of the communities we serve and to fostering an inclusive culture where employees feel valued, respected and inspired to thrive as their authentic selves. We value diversity of thought and the unique skills, perspectives and experience each individual brings to the Company. We welcome applications from all qualified candidates and encourage applicants from members of groups that have been historically underrepresented, including but not limited to First Nations, Métis and Inuit Peoples, racialized individuals, persons with disabilities, people who identify as women and/or LGBTQ2S+.
We also strive to provide an accessible candidate experience. Please let us know if you need any accommodations during the recruitment process.
