Job Description

Job Title:

Payroll & Finance Coordinator

Reports To:

Group Finance Manager / Company Accountant

Location:

Remote

Employment Type:

Full-Time

About the Role:

We are seeking a highly organised and detail-oriented Payroll & Finance Coordinator to join our growing recruitment agency. This critical role will oversee the end-to-end coordination of payroll, timesheet management, invoice processing, and financial reporting across our candidate workforce. You will be responsible for maintaining accuracy and compliance within our payroll systems, supporting client and supplier finance relationships, and improving operational efficiency through accurate and timely processing.

You'll be at the heart of our payroll operations -- ensuring that all data is correctly input, reconciled, and ready for payment sign-off. This role also contributes directly to our business growth by supporting client onboarding, reporting for tenders and frameworks, and ensuring accreditation and regulatory compliance.

Key Responsibilities:

Payroll & Payment Operations

Receive, verify, and upload weekly timesheets into the Parim system Add and publish shift data; cross-reference all information for accuracy Prepare weekly payroll payment summaries and ensure completeness of remittances Liaise with umbrella companies to reconcile payments and resolve discrepancies Coordinate with international payroll providers (e.g., Maxipay, Unlimited Pay Support) for timely submission Ensure all documents and remittance folders are uploaded to shared drives before payment authorisation

Invoice & Factoring Process Management

Generate invoicing reports from Parim and upload into Xero invoice templates Upload invoices to eCapital and coordinate all communications with their finance team Monitor credit control status and drawdowns, and perform weekly cash requests Reconcile balances and issue summary reports to factoring companies

Compliance & Documentation

Apply for and manage accreditations and regulatory renewals (e.g. insurance, payroll accreditation) File and submit quarterly Intermediary Reports via HMRC Government Gateway Maintain access and compliance documentation related to the Government Gateway Document payroll processes and produce visual aids or training videos for internal use

Client Onboarding & Tender Support

Set up new clients in payroll and invoicing systems, ensuring full documentation and compliance Assist with MI reporting for framework contracts and public sector tenders Prepare monthly commission calculations for internal teams Support accurate reporting for financial audits and funding reconciliations

Additional Tasks & Strategic Support

Produce Payroll Process Training materials (guides, video walkthroughs) Participate in process improvement or automation projects Administer user access and support for Parim/Xero/eCapital systems Assist with internal audit preparations and umbrella supplier compliance assessments Contribute to supplier risk evaluations and periodic reporting dashboards

Essential Skills and Experience:

Proven experience in payroll coordination and finance administration Working knowledge of payroll systems (Parim preferred), accounting software (Xero), and factoring platforms (eCapital) Familiarity with umbrella company payroll models, UK tax and HMRC processes Strong organisational skills with attention to detail and deadline awareness Competent in Microsoft Excel and financial document handling Able to liaise confidently with internal teams, umbrella companies, and external auditors

Desirable Attributes:

Experience in the recruitment or staffing industry Understanding of intermediary reporting and public sector frameworks Ability to produce written training materials and process documentation Proactive, adaptable, and able to work with minimal supervision

Working Conditions:

Candidate must be available for team meetings, and processing deadlines, particularly mid-week (e.g., Thursdays) While payment releases will be handled by senior finance staff, this role will take full ownership of data readiness

Why Join Us?

You'll be a key part of a fast-paced, mission-driven team supporting key contracts, including government and public sector work. Your role underpins the financial and operational backbone of our candidate delivery model and contributes to our wider goals of accuracy, compliance, and growth.

Job Types: Full-time, Permanent

Pay: R240000,00 per year

Application Question(s):

Do you have any formal finance, payroll, or accounting qualifications? Do you have experience handling drawdowns or working with invoice financing/factoring companies (e.g., eCapital)?
Experience:

payroll: 5 years (Required)
Work Location: Remote