Job Purpose
Working within a Team of Outsourcing Consultants providing HR and Payroll Support and Administrative services to Outsourced PaySpace customers. additionally, to act as a payroll execution specialist ensuring on-time accurate delivery of Clients Monthly Payrolls.
Duties and Responsibilities
Monthly Payroll and HR Processes
- Payroll and HR administrative duties which includes the entire cycle of payroll processing
- Ensure timeous and accurate collection of data from the client for monthly payrolls
- Data capturing, review and ensure accuracy of input advised to payroll.
- Checking various variance reports as set out in the payroll processes and reports
- Ensure that employee changes are entered correctly and made on a timely basis
- Check payrolls daily to ensure complete accuracy prior to delivery to clients.
- Check payroll reports against payroll advice and client’s checklist before sending over to the Assistant Outsourcing Manager / Outsourcing Manager for verification.
- Reviewing the calculations of components, overtime and deductions to ensure compliance with statutory laws and basic conditions of employment.
- Determine payroll liabilities by approving the calculation of all tax liabilities, employer’s unemployment workers compensation payments and other statutory liabilities as applicable in the various countries
- Maintain proper filing and documentation for all relevant documents pertaining to client(s) payroll. (Both hard copy and soft copy for example payroll advice, reports and correspondences).
- Prepare reports by compiling summaries of earning, taxes, deductions, and leave and non-taxable earnings.
- Provide information for client/ employee query(s) within the stipulated time frame as indicated in the Outsourcing Process Definition document.
- Performing prescribed checking and balancing procedure on all clients to ensure high level of accuracy.
- Ensure service levels are maintained at all times.
- Assist team in daily operational trouble shooting and provide guidance and mentoring where required
- Ensure allocation of work to team to ensure service delivery.
- Ensures best practice quality assurance standards are adhered to.
- Compilation and overseeing of Client Query List to ensure accuracy and on-time delivery of Client payrolls
Service External Customer Base
- Field and promptly handle questions and e-mails escalated by Outsourcing Manager and Outsourcing Team Leader regarding client requests or issues
- Project a professional and positive demeanour as a leader in HR and Payroll benchmarking.
- Maintain Client confidence and project outsourcing operations by keeping information confidential
- Building and maintaining long term relationship with clients
- Prompt clients for information
- Ensure that clients are aware of potential risks and consequences of actions
- Respond to requests & queries from clients
- Advise Clients on payroll best practices
- Deliver above average service and customer experience at all times
Quarterly and Year-end Processes
- Handle the payroll aspects of year end statutory audit
- Provide resolution to any Client Payroll / Year-end related queries.
- Ensure smooth running of payroll year-end / bi-annual and all associate filings / returns in the various countries
- Responsible for all expatriate tax planning and expatriates’ taxation across borders
Compliance
- Keeping abreast with tax and labour legislation that impact remuneration
- Comply with revenue services and legal requirements by studying existing and new legislations in different countries, enforcing adherence to requirements, advising management on needed actions
Administrative procedure and documentation
- Identify ways to improve or enhance current processes and procedures
- Maintain and update Blueprint and Process Definition documentation for client(s) under care of the Outsourcing Manager.
- All task to be executed according the Client Service Agreement and Process Definition Document
- Ensure that filing of digital client information is up to date
Client Relationship Management
- Field and promptly handle questions and e-mails escalated by Outsourcing Manager and Assistant Outsourcing Manager regarding client requests or issues
- Project a professional and positive demeanour as a leader in HR and Payroll benchmarking.
- Maintain Client confidence and project outsourcing operations by keeping information confidential
- Building and maintaining long term relationship with clients
- Prompt clients for information
- Ensure that clients are aware of potential risks and consequences of actions
- Respond to requests & queries from clients
- Advise Clients on payroll best practices
- Deliver above average service and customer experience at all times
Payroll Calendar Management
- Proactively remind clients of deadlines on a monthly basis
- Priorities and schedule own work
Other
- Work on on-going and special project in between audits.
- Other projects and responsibilities may be added at the manager’s discretion.
- Assist with system implementation including testing and set-ups.
- All tasks need to be executed complete, accurately and according to set timelines by Outsourcing Manager
- Support in activities on system and changes from time to time for example testing.
- Mock Payslips created for clients
Requirements
• Minimum 3 years’ experience working within a payroll environment.
• Administration of computerised payroll system
• Administration of computerised HR system
• Extensive knowledge of payroll
• Excellent verbal and written communication skills
• Attentive to detail
• Advanced MS Excel skills are essential (formatting, sorting, basic math formulas, filter, lookup values, conditional values etc.)