OutsourcIng Payroll Account Manager

Job Purpose

Working within a Team of Outsourcing Consultants providing HR and Payroll Support and Administrative services to Outsourced PaySpace customers. additionally, to act as a payroll execution specialist ensuring on-time accurate delivery of Clients Monthly Payrolls.

Duties and Responsibilities

Monthly Payroll and HR Processes

• Payroll and HR administrative duties which includes the entire cycle of payroll processing
• Ensure timeous and accurate collection of data from the client for monthly payrolls
• Data capturing, review and ensure accuracy of input advised to payroll. 
• Checking various variance reports as set out in the payroll processes and reports
• Ensure that employee changes are entered correctly and made on a timely basis
• Check payrolls daily to ensure complete accuracy prior to delivery to clients.
• Check payroll reports against payroll advice and client’s checklist before sending over to the Assistant Outsourcing Manager / Outsourcing Manager for verification.
• Reviewing the calculations of components, overtime and deductions to ensure compliance with statutory laws and basic conditions of employment.
• Determine payroll liabilities by approving the calculation of all tax liabilities, employer’s unemployment workers compensation payments and other statutory liabilities as applicable in the various countries
• Maintain proper filing and documentation for all relevant documents pertaining to client(s) payroll. (Both hard copy and soft copy for example payroll advice, reports and correspondences).
• Prepare reports by compiling summaries of earning, taxes, deductions, and leave and non-taxable earnings.
• Provide information for client/ employee query(s) within the stipulated time frame as indicated in the Outsourcing Process Definition document.
• Performing prescribed checking and balancing procedure on all clients to ensure high level of accuracy.
• Ensure service levels are maintained at all times.
• Assist team in daily operational trouble shooting and provide guidance and mentoring where required
• Ensure allocation of work to team to ensure service delivery.
• Ensures best practice quality assurance standards are adhered to.
• Compilation and overseeing of Client Query List to ensure accuracy and on-time delivery of Client payrolls

Service External Customer Base

• Field and promptly handle questions and e-mails escalated by Outsourcing Manager and Outsourcing Team Leader regarding client requests or issues
• Project a professional and positive demeanour as a leader in HR and Payroll benchmarking.
• Maintain Client confidence and project outsourcing operations by keeping information confidential
• Building and maintaining long term relationship with clients
• Prompt clients for information
• Ensure that clients are aware of potential risks and consequences of actions
• Respond to requests & queries from clients
• Advise Clients on payroll best practices
• Deliver above average service and customer experience at all times

Quarterly and Year-end Processes

• Handle the payroll aspects of year end statutory audit
• Provide resolution to any Client Payroll / Year-end related queries.
• Ensure smooth running of payroll year-end / bi-annual and all associate filings / returns in the various countries
• Responsible for all expatriate tax planning and expatriates’ taxation across borders

Compliance

• Keeping abreast with tax and labour legislation that impact remuneration
• Comply with revenue services and legal requirements by studying existing and new legislations in different countries, enforcing adherence to requirements, advising management on needed actions

Administrative procedure and documentation

• Identify ways to improve or enhance current processes and procedures
• Maintain and update Blueprint and Process Definition documentation for client(s) under care of the Outsourcing Manager.
• All task to be executed according the Client Service Agreement and Process Definition Document
• Ensure that filing of digital client information is up to date

Client Relationship Management

• Field and promptly handle questions and e-mails escalated by Outsourcing Manager and Assistant Outsourcing Manager regarding client requests or issues
• Project a professional and positive demeanour as a leader in HR and Payroll benchmarking.
• Maintain Client confidence and project outsourcing operations by keeping information confidential
• Building and maintaining long term relationship with clients
• Prompt clients for information
• Ensure that clients are aware of potential risks and consequences of actions
• Respond to requests & queries from clients
• Advise Clients on payroll best practices
• Deliver above average service and customer experience at all times

Payroll Calendar Management

• Proactively remind clients of deadlines on a monthly basis
• Priorities and schedule own work

Other

• Work on on-going and special project in between audits.
• Other projects and responsibilities may be added at the manager’s discretion.
• Assist with system implementation including testing and set-ups.
• All tasks need to be executed complete, accurately and according to set timelines by Outsourcing Manager
• Support in activities on system and changes from time to time for example testing.
• Mock Payslips created for clients

Requirements

• Minimum 3 years’ experience working within a payroll environment.

• Administration of computerised payroll system

• Administration of computerised HR system

• Extensive knowledge of payroll

• Excellent verbal and written communication skills

• Attentive to detail

• Advanced MS Excel skills are essential  (formatting, sorting, basic math formulas, filter, lookup values, conditional values etc.)