Key Accountabilities/ Principle Responsibilities

Processing of Payroll

• Ensure all input received is processed accurately within the specified time
• Capture new employees on Sage 300 People from authorised documents.
• Generate employee numbers and files for new employees.
• Filing paperwork into employee files and accurately and in alphabetical/numerical order according to HR procedures
• Processing of employee information e.g. bank changes, personnel details.
• Capture terminated employees on Sage 300 People, following full termination process.
• Capture overtime claims onto Sage 300 People.
• Calculate and capture consultant hours from timesheets or invoices.
• Manage, maintain, and update payroll related data.
• Monitor Payroll Admin e-mails and follow up on all queries to ensure payroll data is kept up to date.
• Generate dummy payslips on Sage 300 People for potential new staff as requested by HR Department

ESS, Info Slips, Timesheets & Medical Aid

• Approve leave on ESS in line with BCEA and Company Policy
• Ensure all employees are linked to the correct approvers on ESS
• Ensure all applicable employees are impersonated correctly on ESS
• Assist and guide all employees on the process to reset their passwords
• Monitor ESS Admin e-mails
• Capture annual and sick leave onto Sage 300 People
• Verify timesheets from projects on a monthly basis
• Ensure timesheets and leave correspond and address discrepancies
• Process relevant Medical Aid and Pension applications for new employees
• Maintenance of Medical Aid changes on payroll on an annual & monthly basis 

General Payroll Administration

• Ensure all termination checklist documents, final timesheets are signed off correctly
• Ensure all payroll input is placed accurately in the monthly folders/files for payroll checks and for audit requests
• Assist with audit reviews
• Complete Department of Labour UI19s for terminated and employees on maternity leave
• Respond to external employee confirmations and staff queries
• Process payments to employees for adhoc payment runs each month
• Work closely with internal business partners to ensure that all HR Administration pertaining to the operations payroll is completed
• Any other tasks as agreed with line manager

Qualification Requirements and work-related experience

• Grade 12
• A tertiary qualification related to the function, i.e. HR Diploma / Payroll or equivalent
• Minimum 2-year Payroll working experience is essential and HR administrative experience advantages
• Experience in an administrative role within the cleaning industry is essential.
• Familiarity with the operational and administrative functions of cleaning services, such as scheduling, payroll, and employee management in a cleaning environment, is highly preferred.
• Knowledge of legislative regulations and procedures (LRA, BCEA, OSHA, COID, EEA)
• Proficiency in Microsoft Office Suite
• Knowledge of VIP Premier / Sage People 300 advantageous