About the position
Job title: Payroll and HR Administrator
Location: Montague Gardens
Employment Type: Permanent
About the Role
The Payroll & HR Administrator will be responsible for processing payroll, maintaining personnel records, and managing time and attendance systems. Key duties also include benefits administration, supporting employee engagement and termination processes, and providing administrative support for HR processes. This role ensures compliance with company policies and procedures, while facilitating optimal Payroll and HR functioning.
Key Responsibilities
Monthly Payroll Administration
- Prepare timesheets, in conjunction with Supervisors, for input
- Gather and collate data for input, with all supporting documentation
- Do data input and effect changes to payroll, ensuring all supporting authorisations have been done
- Check all entries, run payroll and submit to HR Director for approval
- Prepare final pack with Fihrst schedules and EFT's and submit to MD for authorisation
- Upload data to Fihrst Management System
- Prepare monthly reconciliation of all payroll accounts to General Ledger
- Attend to all payroll queries from employees
- Bi-annually prepare IRP5 submissions for SARS within deadlines
- Ensure IRP5's distributed to each employee as soon as possible each year, via ESS or manually
- Notify HR Team of pending competency declarations to ensure compliance
Time and Attendance and Leave Administration
- Monitor Eco-Time error reports and absenteeism daily
- Reviewing monthly timesheets, reconciling records, and maintaining up-to-date staff data
- Provide training materials and support for Eco-Time
- Receive leave requests on ESS, scrutinise and authorize
- Monthly reconcile attendance registers to ESS data on VIP
- Attend to leave queries
- Inform HR Team of excessive leave or any leave or Eco-Time concerns
Engagement and Termination Administration
- Coordinating pre-employment documentation with the HR Team / candidates - including arranging Interviews, meetings, etc
- Registering new employees on Eco-Time
- Ensuring biometric data capturing and uploading employee photos
- Ensure terminations are processed promptly according to the Termination Checklist
- Ensure new and current employees are informed of their benefits when onboarding as well as exiting / retiring (including Pension, Medical Aid)
Personnel records and filing
- Prepare employee file as per checklist
- Maintain employee files in neat and tidy state and updated
- Maintain general payroll and related filing system
Canteen and Savings / Loans Administration
- Efficiently manage canteen orders and ensure accurate and timeous deductions
- Highlight abnormal canteen orders or amounts
- Check monthly Savings / Loan Applications and compare totals in VIP
- Draft list of loans for signature from committee
- Provide banking details for monthly pay outs to Finance
- Reconcile applications for Loans and Withdrawals to Monthly Bank Statement
- Update Excel Spreadsheet with details from Bank Statement and FIHRST payments
- Attend to employee queries
- Keep rules for Savings / Loan Scheme up to date
Monthly and Annual reporting
- Prepare monthly HR report as per content required by HR Director
- Prepare payroll data required for budgeting, Employment Equity, BBBEE
- Prepare Financial Year-End reports when required
Third-party payments and Benefit Administration
- Reconcile payments to SARS, Pension Fund, Medical Aid
- Prepare, submit and file copies of accompanying schedules
- Attend to any correspondence with third parties
- Maintain accurate filing system of all third-party accounts
- Ensure all Pension Fund beneficiaries are up to date (Including arranging that Fiscal engage with staff once a year, running projects to update beneficiaries, etc)
HR Functions
- Attend to any employee queries
- Attend CINPF quarterly meetings
- Assist HR Director and HRBP's with ad hoc tasks
- Diary Management (HR Calendar, Interviews, etc)
- Preparing the Birthday Calendar
- Placing all notices on notice boards timeously and ensuring notice boards are updated
- Prepare new employee files and follow up on outstanding documents
- Onboarding of lower-level employees
Minimum Requirements:
- Premier VIP experience (no exceptions)
- ESS
- PAYE
- Eco Time
- Financial literacy
- 3-5 years in payroll processing
- At least 1 year HR experience
- Knowledge of pension funds, Medical Aid, and claims processing
- Experience with working on complex Excel spreadsheets (including formulas, pivot tables and mail merge)
Desired Skills:
- ACCURATE
- COMMUNICATION
- HARDWORKING
Employer & Job Benefits:
- Pension Fund
- Medical Aid
- 13TH Cheque
