Payroll and Office Administrator needed at CLS Human Capital Specialists

Job Purpose:

• To efficiently manage client payroll processing, ensure timely and accurate invoicing using Sage, and manage the procurement of office supplies and services. This role will play a key part in ensuring smooth administrative and financial operations for both our clients and the internal team.

REQUIREMENTS

Minimum education (essential):

• National Senior Certificate

Minimum applicable experience (years):

• 5+ years in payroll administration.

Minimum education (desirable):

• Certificate in Payroll Administration or a relevant Finance, Accounting, or Business Administration qualification

Required nature of experience:

• Payroll processing, particularly managing multiple client payrolls
• Proficiency in invoicing clients using Sage or similar accounting software
• Handling tax submissions and compliance reporting
• Experience in office procurement
• Managing financial records, reconciliations, and expense tracking
• Strong administrative skills including filing, record-keeping, and workflow coordination

Skills and Knowledge (essential):

• Strong understanding of payroll processing, tax deductions, and compliance
• Proficiency in Sage Accounting Software, Payspace (payroll system), Google Suite, MS Office (especially Excel – intermediate level)
• Strong organisational and multitasking abilities
• Excellent communication and problem-solving skills

Other:

• Proficient in both Afrikaans and English
• Own transport and a valid driver’s license (for office-related purchases)

KEY PERFORMANCE AREAS, WEIGHTS AND OBJECTIVES

Payroll Administration (35%)

• Process payroll for clients accurately and on time
• Ensure compliance with statutory deductions and tax laws
• Address payroll-related queries and provide support to clients
• Maintain accurate payroll records and ensure confidentiality
• Prepare and submit payroll reports and reconciliations
• Manage leave tracking and processing for clients
• Provide system support for payroll-related technical issues
• Draft payroll-related communications (e.g., salary increase letters, deduction letters, advance agreements, etc.)
• Handle payroll tax submissions, including EMP201 and EMP501 reconciliations

Client Invoicing (30%)

• Generate and issue invoices for clients using Sage
• Monitor outstanding invoices and follow up on overdue payments
• Assist with billing adjustments and resolve client queries
• Ensure proper VAT application and compliance in all invoices
• Ensure timely and accurate processing of client invoices 

Office Procurement and Purchases (20%)

• Manage the procurement of office supplies, equipment, and materials.
• Handle small, day-today office purchases as required.
• Maintain inventory levels and reorder essential supplies in a timely manner.
• Maintain Records of small purchases and reconcile expenses

Administrative Support (15%)

• Handle general office administration, filing, and correspondence
• Provide administrative support to management when required
• Maintain financial and administrative records in an organised manner
• Coordinate facility maintenance and service provider arrangements