HR, Payroll & Administrative Coordinator

Aspire Care Clinic is a growing physician-led medical and cosmetic skin care clinic with locations in Airdrie and Calgary. We are seeking an organized, dependable, and detail-oriented HR, Payroll & Administrative Coordinator to support our growing team.

This is a hands-on part-time position combining payroll, sales reconciliation, commissions and tips tracking, HR administration, recruitment, and general administrative support.

The ideal candidate has practical experience with payroll, bookkeeping, accounting administration, or financial reconciliation, is confident working with spreadsheets and numbers, and is comfortable supporting routine HR and employee administration.

The Role

The HR, Payroll & Administrative Coordinator will help ensure that employee hours, payroll, sales, commissions, tips, and employee records are accurate, organized, and completed on time for both Aspire Care Clinic locations.

The position will also support recruitment, onboarding, benefits administration, employee documentation, performance-review coordination, and offboarding.

More complex employee-relations matters, disciplinary decisions, and major HR decisions will remain with clinic management and external professional advisors as required.

Key ResponsibilitiesPayroll, Commissions & Tips

• Review and verify employee timesheets before each payroll
• Prepare and process biweekly payroll accurately and on schedule
• Track vacation, sick time, leaves, and other attendance information
• Calculate and reconcile employee commissions and tips according to clinic policies
• Verify that sales are correctly attributed to the appropriate employee or provider for commission purposes
• Review payroll adjustments and investigate discrepancies before payroll is finalized
• Prepare commission and tip reports for management review
• Respond to routine employee questions regarding payroll, commissions, tips, vacation, and related matters
• Maintain accurate payroll and compensation records
• Assist with year-end payroll administration and required payroll documentation

Sales Reconciliation & Internal Controls

• Reconcile clinic sales records with payment processor transactions, cash, and other payment methods
• Review sales activity for both clinic locations
• Compare recorded sales with actual payments received
• Identify and investigate missing transactions, discrepancies, duplicate transactions, or unusual adjustments
• Review refunds, discounts, voids, packages, gift cards, and other adjustments that may affect sales, commissions, or tips
• Perform periodic spot checks of sales and payment records
• Follow up with appropriate staff to resolve discrepancies and document corrections
• Prepare concise sales reconciliation and discrepancy reports for management
• Help develop and maintain reliable internal controls for sales, payroll, commissions, and tips

HR & Employee Administration

• Maintain confidential and organized employee files and HR records
• Prepare routine employment letters, forms, agreements, and HR documentation
• Coordinate new employee onboarding, including paperwork, payroll setup, benefits enrolment, policies, orientation checklists, and system-access requests
• Coordinate employee offboarding, including final payroll information, benefits follow-up, documentation, and access-removal requests
• Administer employee benefits and assist staff with routine benefits questions
• Maintain and update employee policies, forms, and administrative templates
• Track employee credentials, licences, training requirements, agreements, and renewal dates where applicable
• Coordinate probationary and annual employee performance-review processes
• Respond to routine employee questions regarding clinic policies, benefits, payroll, vacation, and administrative procedures

Recruitment & General Administration

• Prepare and post job advertisements
• Review applications and conduct preliminary candidate screening
• Coordinate interviews with clinic management
• Assist with reference checks and hiring documentation
• Support employee scheduling and administrative processes as required
• Assist management with special administrative projects
• Identify opportunities to improve and standardize payroll, HR, and administrative workflows as the clinic grows

What We're Looking For

• 2+ years of practical experience in payroll, bookkeeping, accounting administration, financial administration, or a similar role
• Hands-on experience reviewing or processing payroll
• Experience with sales, bank, credit-card, or payment reconciliation and investigating discrepancies
• Strong numerical skills and excellent attention to detail
• Strong Excel or Google Sheets skills, including working confidently with formulas, reports, and reconciliation spreadsheets
• Experience calculating or tracking commissions, tips, bonuses, or other variable compensation is an asset
• Experience with payroll or accounting software such as QuickBooks, Wagepoint, ADP, Ceridian, or similar systems is an asset
• Experience with HR administration, including employee files, onboarding, benefits, recruitment, and offboarding, is an asset
• Strong organizational and follow-up skills
• Ability to work independently and manage recurring deadlines
• Ability to handle confidential employee, payroll, and financial information professionally
• Clear, professional, and friendly written and verbal communication skills
• Experience in a healthcare, medical clinic, or professional-services environment is an asset
• Payroll, bookkeeping, accounting, or HR education/certification is an asset, but strong practical experience is highly valued

Position Details

Position: Part-Time HR, Payroll & Administrative Coordinator

Hours: Approximately 6**–16 hours per week initially**, with the potential for additional hours as the clinic grows

Schedule: Flexible part-time schedule, with availability required around payroll deadlines

Location: Airdrie and Calgary, Alberta, with some administrative work potentially completed remotely

Pay: From $22.00 per hour

Expected hours: No less than 6.0 per week

Benefits:

• On-site parking

Work Location: Hybrid remote in Airdrie, AB