About the position
A company that specializes in ICT/Project Management talent placements and contracting has an exciting opportunity for a results driven Business Support Administrator in Gauteng.
Once training is completed, to provide high quality customer service though end-to-end contractor support services to an allocated group of contractors by following defined processes and procedures. Assisting the Business Support Administration team with overflow administration tasks.
- Matric or NQF Level 4
- Administration experience is essential
- Displays a basic and practical understanding of the Adcorp Professional services value proposition and objectives, and how functional business structures, reporting lines, systems and work processes support these objectives
- Has a basic command of the business language to consider and ask business relevant questions
- Supports the business by providing an exceptional level of service delivery which includes attending to queries timeously and effectively
- Demonstrates exceptional client service skills by engaging with all employees in a courteous manner, being well mannered and always being prepared to assist the business and going out of the way to achieve a solution
- Always attending to queries in a professional manner both in person and in writing and timeously
- Action Contract Request Form (CRF) information in a timely manner, liaising with the Account Manager to finalise details, including the generation and administration of contractor and client contracts
- Follows up on outstanding paperwork (contract, banking details, ID, personal details form, EEA1 forms or consultancy documents where applicable, etc.) to ensure contractor documentation is complete and ready
- Ensures that the contractor and client contracts are signed, returned and filed
- Maintains positive contact with contractor throughout the duration of the contract by the way of contractor touch base calls being; follow up calls for any missing documentation, missing timesheet calls, birthday wishes, answering of queries, etc.
- Escalates to management for more complex issue resolution and reporting back to contractor with update and/or problem resolution
- Ensures all new starter forms are processed and administered in a timely manner
- Sends follow-up emails as required for missing documentation, such as EEA1 forms, outstanding contracts, banking details, consultancy documentation, etc.
- Ensures that no Fixed Term Employee is on site without a contract having been sent / delivered to them
- First point of contact for all contractor queries including fees, tax, incorrect payments, structuring, leave (where applicable), under the supervision of the Lead Business Support Administrator
- Actions the administration of all extensions from end to end – including extension reminders/HRS reports to Account Manager
- Ensures contractors are paid on time, by accurately setting up new contractors including submitting all documents to Payroll by cut-off dates
- Ensures contractor details are up to date on HRS
- Assists in loading all Purchase Orders where required onto HRS assignments to ensure that clients pay timeously
- Sends out timeous reminder emails to contractors about timesheet cut-offs
- Captures all timesheets and expenses before client or Payroll cut-off dates. Sending all documentation through to Payroll for this process
- Chasing up of any outstanding documentation for timesheet process, including invoices from all consultancies
- Checking invoices from Consultancies and matching to timesheets before submission to finance
- Monthly submission of all UIF details to HR for new contractors, rate changes and terminations (where applicable)
- Timeous collection of Client invoices from Finance each month and distribution to either the Client where required or to the Account Manager
- Emailing of Remittance Advices to all contractors after first obtaining written permission to send by email and confirmation of which email address to use
- Assisting Account Managers with outstanding contract reports on a monthly basis to ensure that all contracts are signed, returned and filed for audit purposes
- Monitoring any contractors on visas that they are still valid and ensuring timeous renewal and advising the Shared Services Executive of any permits needing renewal. Ensuring that no contract is drawn up for a foreigner who does not have a valid work permit that has been approved by the Shared Services Executive
- Monthly check that all assignment terminations have been done, including FTE assignments for leave payouts or Carry forward requirements
- Reversals and Credit Notes to be done on HRS as and when required and timeous recapturing of information in order to pay and bill correctly
- Ensuring that all information and contracts are kept filed and up to date in the contractor, consultancy and client files
- Processing of expense claims for the contractors, including checking all slips, exchange rates where applicable, taxable rates for per diem claims, etc. and submission to finance for payment
- Loading of Learnerships on HRS where applicable and timeous capturing of payments to the Learners
- Capturing / uploading of CV’s / timesheets / invoices to Client systems where required
- Loading permanent placement invoices and credit notes on HRS where applicable
- Assisting fellow Business Support Administrators when they need assistance or are under pressure due to work load, i.e. working as a team
- Following any other reasonable instruction / request issued by management
- Escalates all contractor and related queries through to Lead Business Support Administrator
- Adhoc administration
Desired Skills:
- Reading Comprehension
- Active Listening
- Critical Thinking
- Speaking
- Time Management
- Writing
- Monitoring
