HR Administrator at Merchant West

Role Purpose: 

• To deliver efficient, accurate, and professional HR administrative support across the employee lifecycle, ensuring high-quality HR operations, reliable data management, and a positive employee experience in line with company policies and legislative requirements. 

Main Accountabilities: 

HR Operations & Administration 

• Provide administrative support across the full employee lifecycle (hire to exit) 
• Prepare and issue HR documentation (contracts, amendments, confirmation and exit letters) 
• Coordinate onboarding and offboarding processes and logistics 
• Manage the HR shared mailbox and respond to general HR queries 
• Liaise with internal stakeholders (managers, IT, payroll, finance) to support HR processes 
• Provide administrative support to HR projects and initiatives 

 Employee Records & HRIS Management 

• Capture and maintain accurate employee data on the HRIS 
• Maintain complete and up-to-date employee personnel files 
• Process employee lifecycle changes (appointments, transfers, terminations) 
• Perform data validation and support HR data audits 
• Generate standard and ad hoc HR reports 
• Ensure compliance with POPIA and data governance standards 

Payroll & Benefits Administration 

• Capture and submit accurate payroll inputs within required deadlines  
• Perform initial payroll checks and support payroll reconciliation processes  
• Resolve employee payroll queries and escalate where required  
• Administer employee benefits (medical aid, retirement funds, etc.)  
• Process benefit changes and liaise with providers  
• Maintain accurate payroll records and supporting documentation  

HR Compliance & Governance 

• Maintain HR records in line with legislative and audit requirements 
• Support statutory reporting (EE, Skills Development, UIF, COIDA) 
• Ensure adherence to HR policies and procedures 
• Maintain documentation for employee relations processes 
• Support HR audits and compliance reviews 

Employee Experience & Engagement 

• Coordinate employee engagement and culture initiatives (events, campaigns, recognition programmes) 
• Manage employee communications (new joiner announcements, birthdays, anniversaries, internal updates) 
• Support the administration of surveys and feedback initiatives 
• Assist in promoting engagement initiatives to drive participation 
• Contribute to a positive and consistent employee experience through HR interactions 

Recruitment & Talent Acquisition Support 

• Coordinate interview scheduling, candidate communication, and logistics 
• Maintain accurate candidate data on the ATS  
• Prepare offers of employment and support pre-employment processes  
• Support a professional and efficient candidate experience 

Employee Support & HR Services 

• Act as a first point of contact for HR queries
• Provide accurate and timely support to employees and managers
• Escalate complex queries where required
• Contribute to a high-quality HR service experience 

Qualifications: 

• Degree in Human Resources, Industrial Psychology, or a related field 

Experience:

• 2–5 years’ experience in a Human Resources administrative or HR support role
• Experience supporting HR operations across the employee lifecycle
• Exposure to HR systems (Sage 300 People preferred) and payroll processes advantageous 

Skills: 

• HR administration across the employee lifecycle 
• HRIS and employee data management 
• Payroll input preparation and benefits administration support 
• Knowledge of South African labour legislation and HR practices 
• HR reporting and data analysis 
• Employee records and document management 
• Microsoft Office and HR systems proficiency 

Competencies: 

• High attention to detail and accuracy
• Strong organisational and time management skills
• Service-oriented with a proactive mindset
• Professional, reliable, and accountable
• Strong communication and interpersonal skills
• Discreet, with a high level of confidentiality and integrity
• Collaborative team player 
• Able to manage multiple priorities in a fast-paced environment