Job Description

Role purpose
The Payroll Officer & Facilities Coordinator is responsible for ensuring the accurate and timely processing of payroll and managing related administrative and compliance functions. This role supervises and maintains systems and procedures aimed at improving payroll efficiency, statutory compliance, and headcount management. In addition, the role oversees general facilities management to ensure a safe, functional, and compliant working environment.
Key Responsibilities
1. Payroll & Remuneration

• Ensure end-to-end payroll processing using Payroll and MIS systems.
• Maintain data accuracy and integrity across all payroll inputs.
• Prepare and validate monthly salary increases, bonus files, and other variable compensation.
• Manage and implement changes related to remuneration and pay structures.
• Manage overtime submissions where applicable.
• Address payroll queries and support employees with payslip or benefit-related concerns.
• Conduct annual benchmarking exercises (e.g. Remchannel).
• Manage and maintain the relationships with external vendors relating to Remchannel.

2. Compliance & Reporting

• Ensure compliance with all statutory regulations (e.g. Provident Fund, tax laws).
• Prepare and submit statutory returns to relevant government departments (PAYE, UIF, SDL, etc.)
• Support payroll audits including ISAE and BDO audits; compile required documentation.
• Handle IRP5 submissions, COIDA reconciliation, and maintain Letter of Good Standing.
• Manage SARS mid-year tax reconciliation and submissions.
• Maintain confidentiality and security of payroll records.

3. Headcount & Data Management

• Maintain and manage employee headcount reporting and personnel data accuracy.
• Participate in annual payroll compensation audits.
• Provide accurate data and reports to Finance, HR, and other stakeholders.
• Support grading evaluations, maternity leave processes, and work-from-home letters.

4. Employee Benefits Management

• Oversee the end-to-end process for Provident Fund contributions and withdrawals.
• Ensure compliance with Provident Fund regulations and accurate communication with employees.
• Manage Medical Aid and GAP administration for employees.
• Manage and maintain the relationships with external vendors relating to employee benefits.

5. Facilities Coordination

• Coordinate office maintenance, repairs, and office equipment requirements as needed.
• Supervise and support canteen operations, physical office issues, and cleaning contracts.
• Manage the Facilities Coordinator, Receptionists, and Corporate Services Supervisor.
• Ensure effective security protocols and building access.
• Liaise with building management and contractors for service delivery.

Competencies

• Communication Skills: The ability to communicate clearly and simply, especially when explaining payroll concepts to non-technical stakeholders.
• Confidentiality & Discretion: The ability to uphold confidentiality and discretion, handling sensitive payroll and employee data with integrity and professionalism.
• Customer Service Orientation: The ability to provide excellent customer service, supporting employees with clear, respectful, and timely communication regarding payroll concerns or updates.
• Data Accuracy & Integrity: The ability to ensure data accuracy and integrity, demonstrating exceptional attention to detail when inputting and auditing payroll and HRMIS data.
• Initiative: The ability to take initiative, proactively identifying and implementing process improvements to enhance payroll operations.
• Problem-Solving: The ability to solve problems efficiently, identifying discrepancies and resolving payroll or benefit-related issues with speed and accuracy.
• Stakeholder Management: The ability to manage stakeholder relationships, building trust and maintaining professional credibility with internal departments and external regulatory bodies.
• Team Collaboration: The ability to collaborate effectively, working well with cross-functional teams such as HR, Finance, and external service providers to ensure seamless payroll execution.
• Time Management: The ability to manage time under pressure, consistently meeting strict payroll deadlines without compromising on accuracy or service quality.

Qualifications & Experience

• Diploma or Associate Degree in Human Resources, Finance, Business Administration, or a related field
• 5 - 7 years of proven payroll processing experience
• Strong knowledge of payroll legislation and compliance
• Expertise in payroll software (e.g., Sage, Signify, SAP)
• In-depth understanding of tax, UIF, SDL, COIDA, and Provident Fund regulations
• Familiarity with Remchannel, payroll audits, and provident fund regulations
• Experience in facilities coordination or general administration is an advantage