Payroll Lead

Company Description

Zenbooks isn’t a traditional accounting firm. We’re Canada’s leading online accounting team, recognized nationally for redefining how small and medium-sized businesses manage their finances. You’ll see us writing regularly in the Ottawa Business Journal, The Hill Times, Wagepoint’s blog, and Karbon Magazine. Our advocacy for entrepreneurs has also been featured by major national outlets. We host the Small Business Big Insights podcast, where we’ve interviewed mayors and executives from Wagepoint, Mastercard, Wealthsimple, and other leaders shaping business in Canada.

So what does this mean for you? It means joining a firm at the forefront of modern accounting. We are growing quickly, building influence, and shaping the future of the profession. We operate fully online, serving clients from coast to coast, combining cutting-edge cloud technology with a people-first culture. We call it “The Zenbooks Way,” a culture built on being approachable, professional, and innovative. We believe in empowering business owners with clarity while giving our team the tools, trust, and flexibility to thrive.

At Zenbooks, you’re not just doing accounting. You’re helping build a national brand and an industry movement. You’ll be part of a respected, award-winning team that values collaboration, honesty, and professional growth.

And you’ll do it all while working independently from the comfort of your home. If you’re looking for a role that’s both flexible and meaningful, and want to grow alongside one of Canada’s top growing companies, we’d love to meet you. Our team is made up of motivated, hard-working professionals who bring their best every day.

Role Description

The Payroll Lead is responsible for managing a personal portfolio of complex client accounts while providing technical oversight and leadership to the payroll team (1-2 Payroll Analysts). Reporting to the Director of Operations, you will act as the senior subject matter expert, handling escalations and ensuring the team maintains compliance across all provincial, state, and national jurisdictions.

Client Payroll Processing (75%)

• Full-Cycle Processing: Manage end-to-end payroll for a dedicated book of clients, ensuring 100% accuracy in salaries, benefits, garnishments, and taxes.
• Benefits & Statutory Compliance: Administer Workers’ Compensation, RRSP/TFSA programs, and Employer Health Tax (EHT) for your specific client portfolio.
• Client Relationship Management: Act as the primary point of contact for your assigned clients, handling all inquiries, year-end requirements, and reporting.
• Record Maintenance: Maintain meticulous payroll records and ensure all accounts in your portfolio are compliant and audit-ready.

Team Leadership & Support (20%)

• Team Supervision: Manage the daily operations of the payroll department, including the recruitment, onboarding, and performance evaluation of 1-2 Payroll Analysts.
• Technical Escalation Lead: Act as the final point of contact for complex technical or compliance issues, sensitive client escalations, and high-priority ad hoc requests.
• Revenue & Capacity Planning: Monitor team capacity and client distribution. Proactively recommend staffing adjustments or client reassignments. Partner with the Director of Operations to track revenue and identify opportunities for growth.
• Quality Assurance: Review and provide final approval for regular payrolls and year-end reporting and filings prepared by the Payroll Analysts.
• Client Onboarding: Manage the onboarding of new payroll accounts, including leading kick-off meetings, collecting historical payroll data, configuring software settings, and securing all necessary tax and agency access to ensure a successful first pay cycle.

Compliance & System Improvements (5%)

• Operational Excellence: Create and maintain Internal Operating Procedures (SOPs) to standardize best practices across the team.
• Software Management: Recommend and implement updates to payroll software and workflows to increase department efficiency.
• Regulatory Oversight: Ensure company-wide compliance with national, state, provincial (including QC), and local wage/hour laws.
• Audit Lead: Facilitate payroll audits by providing necessary documentation and resolving discrepancies.

Experience & Requirements

• 5+ years of payroll experience, with proficiency in Quebec (US experience is an asset).
• 5+ years of experience managing year-end filings (T4/RL-1) for multiple clients.
• Hands-on experience with payroll systems like Wagepoint, Payworks, QBO, Gusto, and Humi.
• 5+ years in a client-service environment; comfortable managing expectations and resolving conflict.
• Ability to manage both a team and a personal workload in a remote-first environment.
• Must be located in Canada

Education

• PCP (Certified Payroll Compliance Practitioner): Preferred.
• PLP (Payroll Leadership Professional): Asset.

Position Details

• Job Type: Full-time, remote
• Salary: $85,000 - $90,000
• Successful candidates must pass a criminal background and employment verification check.