Job Description:

• The Operations Support Manager supports the smooth and accurate execution of payroll operations and ensures compliance with company policies and relevant labour legislation.
• This role oversees payroll processing, client setups, and assists in resolving compliance issues, while working closely with the Operations and Finance teams.
• The manager also provides guidance to the recruitment administrator, ensuring adherence to recruitment processes and onboarding standards.
• Responsible for maintaining payroll and recruitment documentation, supporting audit requirements, and driving process improvements, the manager plays a key role in fostering teamwork and collaboration with Operations.

Minimum Requirements:

Experience:

• Minimum 3–5 years’ experience in payroll, recruitment admin and/or compliance support
• Minimum 3 years in a management role
• Experience in a labour-intensive, fast-paced business environment
• Extensive understanding of Bargaining Council and labour legislation
• Extensive understanding of employee benefits setups

Education:

• Grade 12
• Tertiary qualification in Payroll, HR, Finance, or Business Administration

Additional Requirements:

• N/A

Roles and Responsibilities:

Payroll

• Coordinate weekly and monthly payroll operations to ensure timely and accurate processing in line with business deadlines.
• Oversee accurate client setups on Ax and Match to ensure seamless worker payments and invoicing. This includes payroll and invoice setups; and establishing client costing configurations—such as provisions, employee benefits, bargaining council contributions, and related benefit setups.
• Oversee client onboarding and benefits administration, ensuring smooth transitions for new clients, continuity of employee benefits during takeovers, and effective resolution of related inquiries
• Manage client-related payroll and costing matters, including oversight of complex requests, ensuring compliance with regulatory requirements. Needs to be able to engage with respective teams from new clients

Oversee accurate job setups in Match

• Oversee union setups
• Identify and resolve payroll non-compliance issues promptly, collaborating with Operations to implement effective preventative measures.
• Participate in and roll out payroll automation initiatives minimizing manual interventions and enhancing process efficiency.
• Authorize payroll exceptions beyond standard schedules in accordance with established Standard Operating Procedures (SOPs).
• Manage and verify recoveries and auto advances within payroll, ensuring strict adherence to business process compliance.
• Collaborate with Finance, Temp Payroll and invoicing team to set up the annual Payroll calendars for the year
• Collaborate with Finance to verify bonus and leave payouts against provisions
• Oversee the adhoc request of new codes from Temp Payroll and ensure that appropriate testing is conducted
• Adhoc request for GBS approval for client run outside of scheduled runs
• Oversee and approve the adhoc request for Sundry codes

Compliance

• Ensure strict adherence to Standard Operating Procedures (SOPs) across all recruitment and payroll activities.
• Maintain compliance with Bargaining Council regulations, including accurate employee groupings on the system, union deductions, and required reporting i.e minimum wage compliance report.
• Oversee all CCMA and Bargaining Council related payments, ensuring proper authorization and alignment with industrial relations protocols and processes.
• Request tax directives from the Temp Payroll team
• Monitor contract expirations, renewals, and deposits (such as leases and Service Level Agreements) to guarantee full contractual compliance.
• Conduct regular audits to ensure all client Service Level Agreements (SLAs) and Terms & Conditions are accurately recorded and maintained into Ax.
• Manage and coordinate all documentation and reporting requirements for internal and external audits to support compliance and transparency.
• Engage with suppliers for PPE, transport, and medical services, ensuring that medical service accreditations are verified and any upcoming renewals are proactively flagged for all employees.

Recruitment Support

• Manage and monitor the performance and daily activities of the Recruitment Administrator, providing guidance and support to ensure efficiency and accuracy.
• Oversee candidate sourcing, screening, and interview scheduling to ensure alignment with HR Standard Operating Procedures (SOPs), while providing hands-on support as and when needed.
• Ensure full compliance with recruitment documentation, authorizations, and onboarding processes, maintaining accuracy and adherence to company policies and legal requirements.
• Conduct regular audits of employee records, contracts, and banking details to verify completeness and compliance with internal standards.
• Supervise the onboarding and induction processes to ensure a smooth transition for new hires into the organization.
• Manage complex recruitment issues or escalations that arise during the hiring process, providing solutions or escalating to senior management as needed.

Reporting

• Provide monthly recruitment compliance reports
• Provide adhoc client specific reports
• Analysis weekly/ monthly nett pay release report received from Temp Payroll
• Track, analyse and distribute monthly compliance as well as red flag payroll accuracy reports and actively engage management on improvement suggestions and initiatives
• Actively engage with Management on an ongoing basis to refine and improve current payroll, compliance and recruitment processes
• Maintain Standard Operating Procedures (SOPs) for recruitment, payroll and compliance processes
• Generate reports for payroll and compliance related metrics, errors, adjustments for audit purposes.
• Provide monthly employee compliance report highlighting status on employee medical records, licence expiration site induction completions

People Management

• Manage and develop a team of business support staff (payroll, admin, recruitment).
• Conduct performance reviews, development planning, and enforce HR SOP compliance.
• Monitor back office spend against budget

Stakeholder Engagement

• Collaborate with key stakeholder ie Operations and Finance to ensure integrated support.
• Act as the first point of contact for compliance and payroll issues for the divisional back office.
• Maintain strong working relationships with the Ax/ Match teams to support automation and process improvements across recruitment and payroll.
• Provide payroll and recruitment SOP training and/or refreshers for Operations Teams.