Payroll Administrator

SUMMARY:
Luxury Wine Estate in the Stellenbosch / Brackenfell area is looking for a Payroll Administrator to manage the end-to-end payroll function across the 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.

POSITION INFO:
Duties:

Payroll:

Prepare and process monthly payrolls for all permanent, temporary and seasonal staff.
Verify hours worked, overtime, tips, commissions, and allowances from time and attendance systems. Capture new hires, terminations, promotions, and salary adjustments accurately.
Validate all input data before payroll runs and investigate discrepancies.
Process payroll journals for approval and posting to the general ledger.
Ensure all employee payments are released on time after appropriate approvals.
Compliance & Statutory Submissions:

Prepare and submit monthly EMP201 declarations and payments (PAYE, UIF, SDL).
Compile and reconcile EMP501 submissions bi-annually.
Administer employee deductions (medical aid, pension, garnishees, staff loans, etc.).
Reconcile payroll control accounts with the Financial Accountant monthly.
Maintain compliance with BCEA, SARS, COIDA, UIF, and related labour legislation.
Ensure all payroll changes are supported by approved documentation.

Data Integrity & Reporting:

Maintain and update employee records in the payroll system (e.g Sage VIP or similar).
Reconcile payroll reports with general ledger postings and ensure accuracy.
Generate payroll summary reports, costing by department/division, and variance analyses.
Prepare monthly leave liability and bonus accrual schedules.
Support management reporting with headcount, labour cost, and trend data.

Employee & HR Liaison:

Collaborate with HR on onboarding, terminations, leave management, and benefits administration.
Respond to employee payroll queries promptly and confidentially.
Provide payroll verification data for loan, or HR requests.
Support HR with monthly manpower, overtime, and cost analyses.
Coordinate with department managers to ensure accurate payroll inputs.

Internal Controls & Audit:

Maintain segregation of duties between HR input, payroll processing, and payment release.
Ensure strict compliance with Delegation of Authority (DOA) and internal control framework.
File and archive payroll records in a secure, organized manner for audit readiness.
Prepare audit schedules and respond to auditor queries. Identify process inefficiencies and recommend improvements or automation opportunities.

Requirements:

Grade 12
A formal qualification will be advantage
At least 2-3 years’ experience in a similar role.
Advanced knowledge and experience in Sage (Sage VIP certification advantageous).
Previous experience in employee benefits (medical aid, pension)
Computer literate (advanced MS Excel).
Thorough understanding of the payroll process and associated legislation.
Methodical and accurate work practice essential.
Working knowledge of Time and Attendance systems
Strong organizational skills.
High attention to detail and degree of accuracy.