Job Description

Purpose of the Job

This role is responsible for overseeing accurate and timely wage processing across multiple operational sites. It involves managing timesheets, allowances, overtime, and back pay, while ensuring full compliance with relevant labour regulations and organisational policies.

Key Responsibilities

Wage Submission and Authorisation

Ensure all sites adhere to wage submission deadlines; escalate late submissions to the HROS Manager. All hours and allowances must be submitted and authorised by 10:00 a.m. on Monday. For short weeks, earlier cut-off times will be communicated by the Outsource Payroll Manager. Submit the final WageKeep report (with hours only) to the site manager before closing off wages. No costs or rates should appear, and the report must be password protected.

Timekeeping and Hour Processing

Import all hours into WageKeep and ensure they match timesheets from Jarrison and/or attendance registers (where applicable). Record reasons for short or no hours worked in Jarrison and WageKeep, as these affect overtime calculations. Process hours manually for employees not on Jarrison or working across multiple sites (e.g. ad hoc staff). Ensure hours are adjusted according to bargaining council rules. Round off overtime and normal time correctly. Split hours accurately between BU numbers (where applicable). Check timesheets and trip sheets for excessive breaks and query with the site manager.

Back Pay and Overtime

Verify back pay hours were not paid previously; do not process without proof and site manager sign-off. Add back pay hours as a separate line on the specific day missed, with full details in WageKeep remarks. Calculate and process back pay for Linehaul and Overborder employees (where applicable). Confirm overtime is authorised; if not, check with the manager before processing. Query excessive overtime (more than 15 hours/day) and obtain written explanation from the site.

Allowances and Leave

Ensure all allowances comply with bargaining council rules. Capture applicable allowances: Moffat, decanting, crane, sleep-out, nightshift, dangerous goods, and retention bonuses. Record sleep-out voucher numbers correctly in WageKeep. Ensure nightshift allowances are paid as per NBCRFLI definitions. For family responsibility leave, collect all documentation and confirm the relationship. Manually add hours for training, IOD, PDP, and disability in WageKeep with correct documentation and site manager sign-off. Authorise sick notes and leave forms; ensure dates match Jarrison records.

Labour Broker and Purchase Orders

Save the labour broker report in Excel format and the purchase order on the shared drive. Ensure purchase orders are correctly imported and reconcile with the labour broker report. Submit all wage hours to labour brokers by Wednesday afternoon. Export the labour broker report to CSV, import into Embrace to create a purchase order, and save the Excel timesheet with the PO number for emailing to the agency. GRV all processed entries once payroll is balanced and purchase orders are sent. Inform the Outsource Payroll Manager if any advances need to be processed.

General Duties

Assist with departmental queries. Perform any other reasonable duties as required. Support with processing, administration, or verification when needed. Assist with filing.

Minimum Requirements

Grade 12 3+ Years of experience in processing and capturing weekly wages.

Skills Requirements

Proficiency in Microsoft Office Suite Proficiency on Jarison & Embrace Excellent communication skills both written and verbal
Job Type: Full-time

Work Location: In person