Payroll / HR Administrator
REF: KK551
Market Related Salary
Tokai, Western Cape
Reporting to the Financial Manager, the successful candidate will be responsible for managing all aspects of payroll processing and related activities within the organisation. You will need to ensure compliance with company policies and legal requirements while maintaining accurate records and providing timely and reliable support to employees regarding payroll inquiries.
You will also be responsible for ensuring effective and efficient management of the HR system and administrative processes through set requirements in all aspects relating to Employees and relevant external service providers.
RESPONSIBILITIES INCLUDE:
Payroll Processing:
Capturing salaries, bonuses, commissions, and overtime based on employee timesheets or records
Ensuring accurate deductions for taxes, benefits, and other withholdings.
Process payroll transactions and distributing salary slips to employees
Calculating and verifying employee hours, overtime, commissions, and other payroll-related inputs
Assisting in the preparation and processing of payroll on a regular basis, ensuring accuracy and adherence to established timeline
Record Keeping and Compliance:
Maintaining payroll records and ensuring they are accurate and up to date
Verifying and reconciling payroll data to ensure accuracy and compliance with relevant statutory regulations
Employee Support:
Addressing and resolving employee inquiries related to payroll, taxes, deductions, and benefits
Providing assistance and clarification on payroll policies and procedures
Assisting employees with completing forms related to payroll changes, bank changes etc.
Benefits Administration:
Administering employee benefits programs related to payroll deductions
Ensuring accurate enrolment and deductions for benefits plans and communicating changes to employees as needed
Giving notice to medical aid and gap cover for terminated employees
Submitting provident fund withdrawal forms for terminated employees
Supporting the administration of employee benefits programs
Assisting employees with benefits enrolment, changes, and inquiries
Processing all Provident Fund, Medical aid, and Gap Cover administrative matters for existing and new employees
Compliance and Reporting:
Staying informed about changes in payroll tax laws and regulations and ensuring compliance
Preparing and distributing payroll reports to management as needed
Assisting with audits and providing documentation and support as necessary
Systems Management:
Utilising payroll software systems to process payroll accurately and efficiently
Troubleshooting payroll system issues and collaborating with IT or software vendors to resolve them
System:
Checking ERS clocks daily and ensuring correct shift types are allocated
Checking ERS shift patterns and correcting issues
Distributing timesheets for the previous week for review and updating changes
Processing all manual leave forms in Payroll
Maintaining accurate records of employee attendance, leave, and time-off requests
Ensuring all absences are captured
Implementing a weekly leave report and submitting to the HR manager
Employee Records:
Maintaining and updating employee records in the HR and payroll systems
Verifying and ensuring the accuracy of employee data
Updating existing employee files with the filing backlog
Digitising existing employee files
-boarding Process:
Assisting the HR manager when required in setting up interviews and preparing relevant packs
Acknowledging receipt of CVs and capturing all received on a spreadsheet, as required for a database of potential candidates for the future
AD-Hoc Projects:
Providing administrative support to the HR Manager and Finance team, including filing, organising documents, and scheduling meetings
Attending to all other tasks identified from time to time by the HR and Finance Manager
REQUIREMENTS:
Certification in Payroll (e.g., Certified Payroll Professional, CPP)
Experience with payroll processing
Basic Knowledge of labour laws and regulations
Proven experience as a payroll administrator or in a similar role
Proficiency with payroll software and MS Office, particularly Excel
Proficiency with Sage Payroll Professional (Online) is beneficial
Strong understanding of payroll procedures, tax regulations, and compliance requirements
Excellent attention to detail and accuracy
Ability to maintain confidentiality and handle sensitive information
Strong organisational and time management skills
Effective communication skills, both verbal and written
High integrity and sensitivity to confidential information