Payroll Operations Manager at ADvTECH

Overall Purpose of the Job (Please provide a summary of why the job was created and what the main responsibilities are

• The Payroll Operations Manager will be instrumental in handling the transition from an insourced to an outsourced payroll, initially. They will be the primary contact for the outsourced service provider and will need to manage the implementation and adoption of the new payroll system across the Group.
• This position exists to have oversight of the outsourced Group payroll and to ensure that employees and contractors are paid correctly and timeously. They manage the relationship with the specialist service provider ensuring that the service level agreement is in place, adhered to and the requisite quality  and compliance standards are met. They will troubleshoot problems with the payroll and work closely with the service provider to resolve these expeditiously
• The incumbent will work closely with the Outsourced Payroll Account Manager and be responsible for planning and scheduling the Group payroll.

Outsourced Payroll Implementation
(This output will be significant initially but will wane once the new payroll is set up and operational)

• Manages the transition to an outsourced payroll ensuring that the necessary procedures are in place and that internal stakeholders  have been advised about the procedural and operational changes
• Ensures the payroll is set up correctly and meets the requirements of the business
• Identifies and attends to any problems encountered with the payroll transition and initial operation thereof
• Sets up SLA with the service provider and agrees deliverables

Outsourced Payroll Management & Oversight

• Plans and schedules the annual payroll deadlines and communicates these to the business, in advance, both annually and monthly
• Compiles data from payroll sources and uses this to provide monthly reports to management
• Oversees compliance with statutory reporting and filing requirements for the payroll
• Conducts analyses and provides insights to Management  that are accurate, sound and enable business decision making
• Ensures payroll is processed in an accurate, compliant and timely manner
• Reviews payroll file, daily, checking on integrations and makes change requests as necessary
• Approves the consolidated payroll once the respective brands have approved their input for the month
• Loads the bank file for approval and release
• Receives consolidated bank file and statutory report, each month
• Ensures third party payments are made timeously and in line with agreements, invoices/ statements
• Liaises with Group Finance to ensure funds are released timeously each month
• Manages the annual payroll audit process ensuring that the requisite information is available and that findings are actioned as required
• Monitors payroll compliance, identifies risks, makes recommendations for improvement and collaborates with the service provider to address issues

Payroll Optimization

• Keeps abreast of new legislation impacting remuneration  and interprets the implications for the organization
• Regularly reviews and improves payroll policies and procedures
• Identifies ways to improve or enhance current  payroll processes and procedures
• Collaborates with service providers to streamline payroll operations
• Makes increased contributions by broadening and enhancing individual skills

Relationship Management

• Manages the relationship with the outsourced payroll provider and is the primary contact for the ADvTECH payroll
• Attends monthly check ins with Account Manager and Payroll Consultants to monitor payroll  progress and performance
• Monitors SLA delivery, identifies areas of concern and follows up to resolve problems
• Liaises with the benefit service providers ( Grant Thornton, Discovery, Stratum etc) regarding payroll matters and  handles queries
• Liaises with SARS, as required, on  behalf of ADvTECH and ensures information requests/ queries are attended to timeously
• Manages the SARS audit process ensuring compliance

Analysis & Reporting

• Receives and reviews payroll account reconciliations
• Ensures that accurate account balances are maintained
• Works closely with the Business Application Manager to obtain reports as required

Human Resource management

• Leads and motivates staff to achieve agreed objectives and foster a sense of ownership and accountability for change, as well as inspire and motivate the people to achieve the change goals
• Ensures that new employees are onboarded and employee roles and responsibilities are clarified, and performance objectives are set and monitored
• Ensures appropriate service levels of support and capacity is in place to meet business demand/requirements
• Drives staff engagement and provides inspirational, collaborative and supportive leadership for direct report
• Manages and conducts performance reviews in accordance with policies and procedures and takes corrective action where necessary. Provides continuous feedback to direct report
• Ensures all staff members receive the necessary training and resources to provide high-quality support and customer service
• Prepares a management succession plan for the Payroll team with focused development for identified individuals
• Manages Human Resources in accordance with policies, procedures and legal requirements
• Monitors staff labour turnover in the team, unpacking reasons for leaving and ensuring issues are resolved appropriately
• Manages diversity and drives the achievement of Employment Equity targets
• Accepts and lives the company values and enables and models healthy employee relations and collaborative teamwork

Education

• Bachelors degree in Finance