Site Administrator x4

PURPOSE

This role is responsible for the administration of financial and payroll activities at site level. The incumbent serves as a primary source of accurate and timely data input for both HRM and financial systems.

RESPONSIBILITIES

Governance

• Ensure compliance with relevant legislation including FA policies and procedures.
• Ensure Payroll inputs are in accordance with FA Policy.

Safety

• Maintain FA and client safety policy and procedure requirements.
• Promote safety performance.
• Report all incidents/accidents.

Human Resources (HR) Management

• Maintain and update information, records and reports such as personal files, leave, disciplinary and medical aid documents, monthly reports, etc.
• Manage batch imports for wages, including allowances, ad hoc back pay calculations and batch preparation/import, employment contracts, site changes, transfers, leave.
• Administer leave management (salaries and wages), ensure employees do not exceed their accumulated leave days.
• Process petrol and travel claims for both salaries and wages.
• Maintain and update information and records such as employee lists and organograms.
• Maintain HR training records and HR policy file.
• Handle queries, complaints and requests ensuring timeous resolution.
• Maintain all HR-related files.
• Manage overtime processing including downloading hours from the app, verify entries, consolidate data and upload on Sage for Payroll processing.

Cost and Shared Services

• Assist with the monthly rolling forecast calculation.
• Analyse, drill down and identify the variance amongst the budget, forecast and actuals on item level and provide explanations for the variances.
• Generate purchase requests and subsequent receipt of goods on site in accordance with orders placed.
• Record daily site costing and forecasting, including daily hours on internal and external plant for costing and supplier invoicing.
• Assist in good management of company assets at a site level, ensure all company assets are tagged and accounted for.
• Ensure employee take-on and exit are carried out in line with FA policy
• Manage site stores and consumables and record transactions relating to issues, receiving and stock take.
• Capture Payroll data input accurate, ensure completeness of payroll and wages inputs and the correct allocation of costs.
• Ensure site budget is adhered to.
• Perform stock counts monthly and receipts GRV’d within 24 hours (inventory management).
• Ensure all Plant returns and diesel usage are accurately captured on the system daily.
• Capture costs and revenue drivers onto the relevant system daily.
• Escalate and prepare accruals templates at site level accruals to Finance and ensure completeness.
• Review PO reports weekly, GRV and close PO’s not required or older than three months.
• Escalate HR and Finance queries to Shared Services.
• Reconcile petty cash (workshop and fixed assets) and submit for reimbursement.
• Ensure all company policies and processes are being adhered to, especially at site level.
• Ensure all transactions are captured/processed on a daily, weekly, monthly basis, completeness of all financial data.

Perform General Administration

• Complete all reports regarding safety, production, personnel, quality control and maintenance.
• Perform site administrative duties as required.
• Liaise with operations, and other departments to enable service delivery.
• Support site level communication including the distribution of correspondence and memos, update notice boards and other communication channels.
• Handle general administrative tasks, including filing, record keeping, and operating office equipment.
• Assist with bookings and administration relating to training.
• Arrange and take minutes of site communications forums.

QUALIFICATIONS

• Grade 12 with Accountancy and/or Mathematics (advantageous)
• Minimum: Diploma in Business Management/Administration

EXPERIENCE

• Minimum two years’ experience in the role or similar
• Experience with an ERP system (advantageous)

SKILLS, QUALITIES AND ABILITIES REQUIRED

• Computer literacy in Microsoft Office Suite
• Payroll input and HR
• Financial administration
• Inventory management (operational)
• Attention to detail, accuracy
• Ability to work under pressure and meet deadlines
• Teamwork and collaboration
• Communication
• Customer service-oriented
• Problem-solving
• Planning and organising
• Time management including efficient management of workflow
• Minute taking

CLOSING DATE: 29 AUGUST 2025