Payroll Administrator

7 days ago

Stellenbosch Western Cape South Africa HAZENDAL WINE ESTATE Full time

We are hiring a Payroll Administrator to manage the end-to-end payroll function across Hazendal Wine Estate's divisions ensuring accurate, timely, and compliant payroll processing in line with company policies, labour legislation, and statutory regulations. The Payroll Administrator ensures the accuracy, confidentiality, and integrity of all employee compensation data and plays a key role in maintaining compliance with SARS, UIF, and other statutory bodies. This role supports the Financial Accountant by ensuring all payroll information is reconciled and ready for financial reporting.

The Payroll Administrator will report directly to the Financial Accountant /Finance Manager.

The Employee's responsibilities shall include, among other things, the following:

  1. Payroll Processing
    1. Prepare and process monthly payroll for all permanent, temporary, and seasonal staff
    2. Verify hours worked, overtime, tips, commissions, and allowances from time and attendance systems
    3. Capture new hires, terminations, promotions, and salary adjustments accurately
    4. Validate all input data before payroll runs and investigate discrepancies.
    5. Process payroll journals for approval and posting to the general ledger
    6. Ensure all employee payments are released on time after appropriate approvals. 
  1. Compliance & Statutory Submissions
    1. Prepare and submit monthly EMP201 declarations and payments (PAYE, UIF, SDL
    2. Compile and reconcile EMP501 submissions bi-annually.
    3. Administer employee deductions (medical aid, pension, garnishees, staff loans, etc
    4. Reconcile payroll control accounts with the Financial Accountant monthly
    5. Maintain compliance with BCEA, SARS, COIDA, UIF, and related labour legislation
    6. Ensure all payroll changes are supported by approved documentation.

 1.   Data Integrity & Reporting

    1. Maintain and update employee records in the payroll system (e.g Sage VIP or similar
    2. Reconcile payroll reports with general ledger postings and ensure accuracy
    3. Generate payroll summary reports, costing by department/division, and variance analyses
    4. Prepare monthly leave liability and bonus accrual schedules.     
    5. Support management reporting with headcount, labour cost, and trend data.     
  1. Employee & HR Liaison
    1. Collaborate with HR on onboarding, terminations, leave management, and benefits administration
    2. Respond to employee payroll queries promptly and confidentially.
    3. Provide payroll verification data for loan, or HR requests
    4. Support HR with monthly manpower, overtime, and cost analyses.
    5. Coordinate with department managers to ensure accurate payroll inputs.
  1. Internal Controls & Audit
    1. Maintain segregation of duties between HR input, payroll processing, and payment release
    2. Ensure strict compliance with Hazendal's Delegation of Authority (DOA) and internal control framework
    3. File and archive payroll records in a secure, organized manner for audit readiness
    4. Prepare audit schedules and respond to auditor queries
    5. Identify process inefficiencies and recommend improvements or automation opportunities.   
  1. Key Deliverables / KPIs
    1. 100% accurate payroll processed and paid by agreed deadlines.
    2. Zero statutory penalties or late submissions
    3. Payroll control accounts reconciled and signed off monthly
    4. Employee queries resolved within agreed turnaround time
    5. Zero audit findings relating to payroll

Compliance with DOA, policies, and confidentiality requirements

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