Timesheet Administrator at Adcorp Holdings Limited

Job Description:

• The role is responsible for accurately and promptly collating and entering timesheets, leave records, reversals, and reconciliation data into the payroll system for all weekly and/or monthly deployed payrolls.
• Manages timesheet administration, leave settlement processing, and reversal documentation in line with organizational standards.

Minimum Requirements:

Experience:

• A minimum of 2 years administration experience
• Timesheet management experience advantageous

Education:

• Grade 12/NQF4

Additional Requirements:

• N/A

Roles and Responsibilities:

Payroll Administration

• Ensure all timesheets are accurately captured in AX, and corrections are made before posting.
• Import timesheets and validate journals from ATP.
• Post timesheets within the required deadlines.
• Accurately execute bonus coordination in compliance with BCEA and Bargaining Council regulations.
• Ensure accurate client setups on AX to ensure seamless worker payments and invoicing. This includes establishing client costing configurations—such as provisions, employee benefits, bargaining council contributions, and related benefit setups.
• Ensure contract orders are created and approved before payroll runs.
• Ensure all payroll queries, re-issues, and advances are resolved within the prescribed turnaround time.
• Action AODs and advance recoveries in the relevant pay run.

Track and manage all changes received, including:

• Capture errors
• Advances for non-payment
• Reversals
• Ensure payslip indicators are updated accurately and timeously.
• Send payroll pre-extracts to the relevant site manager for checking, verification, and approval prior to final posting and payroll deadlines.
• Ensure accurate and deadline-driven payroll processing aligned with client billing periods.
• Demonstrate strong working knowledge of the payroll system to access and extract data from employee files.
• Generate extract reports and send to the relevant Operations teams to check, verify and approve.
• Ensure approved import sheets are captured accurately on AX/Match

Reversals

• Review all reversal transactions to ensure accuracy and compliance.
• Verify data integrity and confirm adherence to limits of authority.
• Process reversals and communicate any related queries to the relevant site.
• Confirm completion of processing and resolution of all related items.
• Perform weekly reconciliation checks and confirm recoverability of outstanding items.
• Submit write-off requests to the appropriate stakeholders, including Operations and Finance.

Leave Settlement

• Process leave settlements and provident fund applications in a timely and accurate manner.
• Perform accurate leave adjustments across multiple entities and in cases of client transfers.
• Receive and review all leave balances related to settlements.
• Assist Operations by preparing Leave Liability and Working Assignees reports.

Stakeholder Engagement & Query Resolution

• Establish and maintain effective relationships with site supervisors and managers.
• Stay informed about client operations and needs to ensure ongoing efficiency and accuracy in payroll processes.
• Manage the payroll administration mailbox daily, confirm receipt of emails, and respond to senders.
• Follow up on unresolved queries with site supervisors/ managers and escalate to the Team Leader as needed.
• Log UIF queries on SharePoint and provide timely feedback to ex-employees, clients, Operations, and the Department of Labour.

End Date: August 15, 2025