Payroll Officer (Sage 300 People) Pretoria | Full-Time | Office Based

Job Overview

The Payroll Officer is responsible for the end-to-end payroll function for the business, ensuring the accurate and timely processing of payroll, statutory deductions, employee benefits administration, and payroll reporting. The role serves as the custodian of employee payroll records and is responsible for maintaining the integrity, accuracy, and confidentiality of payroll and employee data.

In addition to payroll processing, the incumbent supports the HR function through the administration of employee lifecycle activities, including onboarding, employment contracts, personnel records management, leave administration, employee benefits administration, and compliance reporting.

This role is office-based in Pretoria and requires a hands-on individual capable of managing high-volume payroll administration while maintaining strict compliance with company policies, labour legislation, and payroll governance requirements.

Qualifications and Experience

• Grade 12 (Matric)
• Diploma or Bachelor's Degree in Human Resources, Payroll Administration, Finance, Accounting, or a related field
• Minimum 5 years' experience in payroll administration within a medium to large organisation
• Proven experience processing payroll from input to finalisation
• Sage 300 People certification and/or demonstrable advanced Sage payroll experience is essential
• Experience managing payroll for weekly and monthly paid employees
• Experience with time and attendance systems
• Sound knowledge of BCEA, Labour Relations Act, UIF, PAYE, SDL, COIDA and associated payroll legislation
• Advanced Microsoft Excel skills, including formulas, lookups, reconciliations and reporting
• Experience within construction, engineering, manufacturing or project-based environments will be advantageous

Key Responsibilities

Payroll Administration

• Process and administer the full payroll function accurately and within prescribed deadlines
• Verify and capture payroll inputs including overtime, leave transactions, shift allowances, deductions, garnishees, and employee benefit adjustments
• Maintain and administer the Sage payroll system, ensuring employee information is accurate and up to date
• Conduct payroll audits and validations prior to payroll finalisation
• Generate payroll reports for management review and sign-off
• Process new employee engagements, terminations, transfers and salary amendments
• Ensure accurate calculation and processing of bonuses, incentives, leave encashments and final payments
• Reconcile payroll control accounts and payroll-related transactions
• Support Finance through payroll reconciliations and month-end reporting requirements
• Prepare and reconcile monthly statutory submissions including PAYE, UIF and SDL
• Support annual payroll activities including tax year-end processes, IRP5 reconciliations and audit requirements
• Liaise with auditors, Finance and management regarding payroll-related queries
• Ensure compliance with all legislative payroll requirements and internal controls

Time and Attendance Management

• Monitor attendance records and timekeeping systems
• Verify clocking exceptions, absenteeism and overtime submissions
• Investigate payroll-related discrepancies and resolve exceptions
• Ensure all attendance records are approved and accurately reflected in payroll

HR Administration

• Prepare employment contracts, offer and confirmation letters, amendments and other employee documentation
• Coordinate onboarding and induction activities for new employees
• Maintain accurate employee personnel files and electronic records
• Manage employee benefit administration, including medical aid, provident fund and risk benefits
• Assist with employment equity, skills development and B-BBEE administrative requirements
• Support learnership, internship and trainee administration programmes
• Compile monthly HR metrics and management reports
• Assist with disciplinary administration and employee relations documentation where required
• Maintain confidentiality of all employee and payroll information

Compliance and Reporting

• Ensure compliance with company policies and labour legislation
• Prepare payroll and HR reports for management review
• Monitor recordkeeping practices to ensure audit readiness
• Assist with internal and external audits
• Identify process improvement opportunities within payroll and HR administration

Skills and Competencies

• Advanced Sage Payroll proficiency
• Strong payroll reconciliation and auditing capability
• Advanced Microsoft Excel skills
• Exceptional numerical accuracy and attention to detail
• Strong analytical and problem-solving skills
• Ability to handle confidential information with discretion
• Excellent planning and organisational skills
• Ability to work under pressure and meet strict payroll deadlines
• Sound understanding of South African labour and payroll legislation
• Strong communication and stakeholder engagement skills
• High degree of accountability and ownership
• Ability to work independently with minimal supervision

Working Hours

Location: Pretoria, Gauteng

Working Schedule:

• Monday to Friday: 07:30 to 17:00
• Saturday: 07:30 to 13:00

Remuneration

• Market-related salary
• Negotiable based on qualifications, Sage payroll expertise and relevant experience