Workspace Coordinator (Jhb)

Human Resources and Payroll Administrator

Job Title: Human Resources and Payroll Administrator

Location: Midrand

Reports To: HR Manager

Job Purpose: The HR / Payroll Administrator is responsible for ensuring the accurate and efficient processing of payroll while maintaining compliance with statutory and company policies.

This role also includes HR administration, employee records management, recruitment support, training coordination, industrial relations assistance, and monitoring the company's time and attendance system (UNICLOX).

Experience with BuildSmart Payroll is advantageous.

Key Responsibilities:

1. Payroll Administration: Process and manage payroll accurately and efficiently.
2. Reconcile payroll and ensure compliance with statutory requirements (UIF, PAYE, etc.).
3. Administer employee benefits, deductions, and statutory payments.
4. Process leave calculations and ensure leave records are accurate.
5. Maintain payroll records and ensure proper documentation and filing.
6. Handle employee contracts, transfers, terminations, and salary adjustments.
7. Generate and submit monthly wage reports to operations.
8. Engage with relevant labour centres for UIF and other payroll-related matters.
9. Maintain confidentiality and security of payroll information.

Time & Attendance Management:

1. Monitor and maintain the company's time and attendance system (UNICLOX).
2. Ensure accurate timekeeping and resolve discrepancies.
3. Verify and process attendance data for payroll purposes.

Human Resources Administration:

1. Ensure compliance with HR policies and procedures.
2. Advertise vacancies (internal / external) and assist in recruitment and interviews.
3. Maintain and update employee personnel files and HR databases.
4. Administer employee leave records and ensure accuracy.
5. Support onboarding, inductions, and exit interviews.
6. Document and maintain minutes of HR and industrial meetings.
7. Assist with performance management documentation and processes.
8. Organize employee gifts and assist with special events and recognition programs.
9. Coordinate training sessions and maintain training matrices.
10. Manage employee wellness programs and initiatives.
11. Administer medical aid and pension fund registrations and terminations.
12. Handle work permit and visa processes where applicable.

Industrial Relations (IR) Support:

1. Assist with documentation for disciplinary actions and participate in hearings.
2. Maintain accurate records of union meetings, disciplinary hearings, and grievances.
3. Ensure compliance with labor laws and company policies.
4. Support the HR / IR Manager with daily and weekly reporting.

Required Skills & Competencies:

1. Self-motivated, proactive, and able to work under pressure.
2. Diplomatic, professional, and presentable.
3. High integrity, ethical standards, and confidentiality.
4. Excellent time management and organizational skills.
5. Strong communication and interpersonal abilities.
6. Active listening skills and attention to detail.
7. Ability to draft formal correspondence with accuracy.

Qualifications & Experience:

1. Degree / Diploma in Human Resources, Industrial Relations, or a related field.
2. Proven experience in HR and Payroll administration.
3. Experience with BuildSmart Payroll is an advantage.
4. Proficiency in MS Office Suite.
5. Fluency in at least two official South African languages.
6. Strong knowledge of labour laws and statutory requirements.
7. Experience managing time and attendance systems (UNICLOX preferred).

Key Deliverables:

1. Accurate and efficient administration of payroll, timekeeping, and HR functions.
2. Compliance with statutory and company requirements.
3. Well-maintained employee records and HR databases.
4. Proper documentation of industrial meetings and disciplinary proceedings.
5. Timely and accurate reporting to the HR / IR Manager.

This job profile outlines the primary responsibilities and expectations for the HR / Payroll Administrator role. Duties may be adjusted based on business needs.

Seniority level: Entry level

Employment type: Full-time

Job function: Human Resources

Industries: Construction