HR & Payroll Administrator

The Onsite HR & Payroll Administrator acts as the operational and data engine room for the site. This role serves as the critical liaison between site operations, local employees, and central
Shared Services Payroll, while providing robust administrative support to the HRBP team. The primary goal is to ensure end-to-end HR compliance, accurate payroll input auditing, precise tracker maintenance, and timely reporting (WSP/ATR, Group, and statutory).

Responsibilities

KEY RESPONSIBILITIES

Shared Services Payroll Liaison & Timekeeping
● Collate, verify, and submit all monthly payroll input variables for monthly paid and weekly paid employees (overtime, allowances, new hires, terminations, rate changes) to central
Shared Services ahead of strict cutoffs.
● Audit attendance logs, and leave records against line-manager approvals before payroll submission.
● Conduct post-payroll variance checks to catch errors prior to payout.
● Act as the primary onsite point of contact for employee pay slip, tax, and deduction queries.

HR Reporting & Compliance Administration
● Take full ownership of local HR master trackers (probation dates, fixed-term contract renewals, headcount, turnover, and employee relations).
● Capture, organize, and archive all training records, attendance registers, and invoices to support Workplace Skills Plan (WSP) and Annual Training Report (ATR) submissions.

● Consolidate, format, and submit monthly/quarterly HR data packs for Group reporting.
● Gather and structure data for Employment Equity (EE) committees, audits, and statutory filings.
● Extract custom reports from the HRIS for HRBPs and site leadership as requested.

Onboarding & Offboarding Logistics
● Draft offer letters, employment contracts, remuneration annexures and contract addendums using approved templates.
● Coordinate and keep track of right-to-work/visa verifications.
● Manage Day 1 logistics (IT requests, access badges, ordering of name badges, welcome packs) and lead HR orientation sessions.
● Process resignations, coordinate asset returns, issue exit clearance documentation, and schedule exit interviews.
● Submit IT Requests for New Hires, Transfers and Terminations and update the HRIS accordingly
● Submit Employee staff list to IT quarterly
● Ordering MRP Discount cards
● Add new stores and new hires to When I Work Time and Attendance tracker where applicable and send a report of this to IT

Employee Records, Benefits & Operations
● Maintain up-to-date digital employee files in the HRIS, ensuring strict compliance with
POPIA/GDPR data privacy standards.
● Process monthly enrollments, status updates, and terminations with medical aid, retirement fund, and risk insurance providers.
● Ensure that medical aid, RA, Gap cover, medical insurance deductions are correct.
● Serve as main contact for brokers, such as Discovery, Kaelo, Allan Gray etc.
● Draft standard employee documentation (employment confirmation letters, service certificates, visa letters, UI19, UI2.7, Salary schedules etc).
● Maintain workplace health and safety compliance records, including Injury on Duty (IOD) processing and documentation.

Qualifications

Education: 

Diploma or Higher Certificate in Human Resources Management, Business
Administration, or a related field.
Experience: 2–4 years of hands-on experience in HR Administration with direct exposure to payroll input/liaison and HR reporting.
Computer Literacy: Intermediate to Advanced MS Excel skills (VLOOKUPs, pivot tables, tracker management, data auditing) and working experience with HRIS platforms and time/attendance software.
Knowledge: Sound practical understanding of the HR-to-payroll lifecycle, local labor legislation basics, and statutory reporting requirements (WSP/ATR, EE, COIDA).