Payroll Administrator

SUMMARY:
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POSITION INFO:

Job Purpose

The Payroll Administrator is responsible for the accurate and timely processing of payroll for employees across the organisation’s global payroll structure. This role ensures that all payroll transactions are processed in compliance with relevant statutory legislation, company policies, and internal controls within all jurisdictions. The Payroll Administrator supports payroll operations for Head Office and retail employees, ensuring the correct processing of salaries, wages, commissions, benefits, and deductions. The role requires a high level of attention to detail, strict confidentiality, and a service-driven approach in supporting employees and management with payroll related matters while maintaining the high standards expected within a luxury retail environment.

Key Responsibilities

Benefits and Administration
Process benefit enrolments, withdrawals, and amendments.
?Assist employees with benefit-related queries.

Payroll Processing
?Process end-to-end payroll for all employees on a monthly basis.
?Ensure all payroll transactions are captured accurately including:
o Salaries and wages
o Overtime
o Commission and incentives
o Allowances
o Leave payments
o Deductions
?Verify and reconcile payroll data prior to final submission.
?Process new employees, terminations, and employee changes in payroll systems.

Retail Payroll Administration
? Process retail commission and incentive structures.
? Capture and validate timesheets and attendance records from retail stores.
? Ensure correct processing of leave, unpaid leave, and absences.
? Work closely with retail managers regarding payroll queries.

Statutory Compliance
? Ensure compliance with all payroll legislation including:
o PAYE
o UIF
o SDL
o NAMRA & Social Security
o Other
? Submit and reconcile statutory returns.
? Assist with tax year-end processes including IRP5 certificates.

Employee Support
? Respond to payroll queries from employees and managers.
? Provide professional payroll support to retail and head o?ice teams.
? Maintain confidentiality of all payroll information.
? Managing the submission of payroll information to the shared Payroll Mailbox.

Payroll System Administration
? Maintain and update payroll system records.
? Ensure employee data integrity within the payroll system.
? Assist with payroll system improvements and implementations.
? Time and Attendance reporting and maintenance

Reporting & Reconciliation
? Prepare payroll reports for finance and management.
? Reconcile payroll accounts and deductions.
? Support finance with payroll journals and reporting.

Compliance & Audits
? Maintain accurate payroll records and documentation.
? Support internal and external payroll audits.
? Ensure payroll processes align with company policies and procedures.
? Assist Human Resources with Department of Labour Audits

Minimum Requirements
Education
? Diploma or Certificate in Payroll Administration, Accounting, or Finance.
? Payroll certification (advantageous).

Experience
? 3–5 years payroll administration experience.
? Experience working in retail payroll environments (advantageous).
? Experience with payroll systems (PaySpace, Sage People 300). Payspace (essential)

Knowledge
? Strong understanding of:
o Payroll legislation
o PAYE, UIF, SDL
o Payroll reconciliations
o Leave management
o Commission structures
o Employee benefits administration

Key Competencies

Technical Skills
? Payroll system proficiency
? Advanced Excel skills
? Strong numerical accuracy
? Analytical and data driven

Behavioural Competencies
? High level of confidentiality
? Exceptional attention to detail
? Strong time management
? Excellent communication and interpersonal skills
? Service-oriented approach

Luxury Retail Mindset
? Professional and polished communication
? Strong service culture
? Collaborative approach with retail teams
? Commitment to brand standards

Key Performance Indicators (KPIs)
? Accuracy of payroll processing
? Payroll processed within deadlines
? Compliance with statutory requirements
? Resolution of payroll queries
? Quality of payroll reporting