Job Description

POSITION PURPOSE:
A highly organised and detail-oriented Finance Admin Support within the Soft Services industry. This role is essential in ensuring the accurate collection, validation, and submission of payroll data using manual timesheets. Additionally, the role includes responsibility for managing and monitoring Fixed-Term Contracts (FTC), tracking contract expirations, and completing the necessary documentation for personnel changes such as role transfers or reassignments (PCA).
ESSENTIAL FUNCTIONS & DUTIES:
Payroll Administration:
Collect and verify manual timesheets from site teams on a weekly/monthly basis.
Accurately input timesheet data into the payroll system or payroll templates for submission to the payroll provider or internal payroll team.
Investigate and resolve any payroll discrepancies in a timely and professional manner.
Liaise with line managers and site supervisors to ensure timely receipt and accuracy of timesheets.
Ensure payroll cut-off dates are met without exception.
FTC & Contract Monitoring:
Maintain a database of all Fixed-Term Contracts (FTC), including start and end dates.
Monitor contract expiration dates and provide proactive reminders to management for renewals, extensions, or terminations.
Ensure all contract amendments and extensions are processed in line with company procedures and employment law.
Employee Change Management (PCA):
Complete Personnel Change Advice (PCA) forms for changes such as role transfers, promotions, salary amendments, or location changes.
Ensure all PCAs are approved, documented, and timeously submitted to HC
Work closely with HC and line management to ensure seamless updates and compliance.
Compliance & Documentation:
Ensure all payroll and contract-related records are maintained in accordance with company policy.
Internal and external audits by providing accurate payroll and contract documentation.
Adhere to relevant employment legislation and company policies at all times.
EDUCATION
Matric
SKILLS & EXPERIENCE
Essential:
Proven experience in payroll administration, preferably using manual timesheet processes.
Excellent attention to detail and a high degree of accuracy.
Strong organisational and time management skills.
Proficiency in Microsoft Excel and other data-entry platforms.
Understanding of Fixed-Term Contracts and basic HR administrative processes.
Ability to handle sensitive and confidential information appropriately.
Desirable:
Experience in the Soft Services, Facilities Management, or related industries.
Familiarity with completing related HR forms.
Understanding of payroll systems highly advantageous.
KEY ATTRIBUTES
Proactive and able to manage workload independently.
Effective communicator, both written and verbal.
Collaborative team player with a strong work ethic.
Solutions-focused mind set with a commitment to continuous improvement.

Skills Required