Vacancy: Payroll and Office Administrator

Introduction:

We are seeking a highly organized, detail-oriented, and proactive individual to join our team. This role involves managing payroll processing for our clients, issuing invoices using Sage, and overseeing office procurement. The ideal candidate will possess strong analytical skills, excellent attention to detail, and the ability to prioritize tasks effectively. If you thrive in a fast-paced environment and enjoy handling diverse responsibilities, we encourage you to apply.

Job Purpose:

To efficiently manage client payroll processing, ensure timely and accurate invoicing using Sage, and manage the procurement of office supplies and services. This role will play a key part in ensuring smooth administrative and financial operations for both our clients and the internal team.

REQUIREMENTS

Minimum education (essential):

• National Senior Certificate

Minimum applicable experience (years):

• 5+ years in payroll administration.

Minimum education (desirable):

• Certificate in Payroll Administration or a relevant Finance, Accounting, or Business Administration qualification

Required nature of experience:

• Payroll processing, particularly managing multiple client payrolls
• Proficiency in invoicing clients using Sage or similar accounting software
• Handling tax submissions and compliance reporting
• Experience in office procurement
• Managing financial records, reconciliations, and expense tracking
• Strong administrative skills including filing, record-keeping, and workflow coordination

 
Skills and Knowledge (essential):

• Strong understanding of payroll processing, tax deductions, and compliance
• Proficiency in Sage Accounting Software, Payspace (payroll system), Google Suite, MS Office (especially Excel – intermediate level)
• Strong organisational and multitasking abilities
• Excellent communication and problem-solving skills

Other:

• Proficient in both Afrikaans and English
• Own transport and a valid driver’s license (for office-related purchases)

KEY PERFORMANCE AREAS, WEIGHTS AND OBJECTIVES

Payroll Administration (35%)

• Process payroll for clients accurately and on time
• Ensure compliance with statutory deductions and tax laws
• Address payroll-related queries and provide support to clients
• Maintain accurate payroll records and ensure confidentiality
• Prepare and submit payroll reports and reconciliations
• Manage leave tracking and processing for clients
• Provide system support for payroll-related technical issues
• Draft payroll-related communications (e.g., salary increase letters, deduction letters, advance agreements, etc.)
• Handle payroll tax submissions, including EMP201 and EMP501 reconciliations

Client Invoicing (30%)

• Generate and issue invoices for clients using Sage
• Monitor outstanding invoices and follow up on overdue payments
• Assist with billing adjustments and resolve client queries
• Ensure proper VAT application and compliance in all invoices
• Ensure timely and accurate processing of client invoices 

Office Procurement and Purchases (20%)

• Manage the procurement of office supplies, equipment, and materials.
• Handle small, day-today office purchases as required.
• Maintain inventory levels and reorder essential supplies in a timely manner.
• Maintain Records of small purchases and reconcile expenses

Administrative Support (15%)

• Handle general office administration, filing, and correspondence
• Provide administrative support to management when required
• Maintain financial and administrative records in an organised manner
• Coordinate facility maintenance and service provider arrangements

Remuneration Offered: Market Related