Payroll Administrator (Sage 300 People)

Ecowize is looking for a Payroll Administrator with at least 3 years' experience working with Sage 300 People to join the payroll team in our Cape Town OR Johannesburg office.

The purpose of the role is to ensure accurate and timely payroll processing in line with company policies, South African legislation, and best practice standards. The Payroll Administrator is responsible for capturing, maintaining, updating, and terminating employee data accurately; ensuring statutory compliance; and processing payroll with accuracy and on schedule. This role builds trust, minimizes financial risk, and supports a positive employee experience through efficient payroll administration.

Primary Objectives:

1. Customers (Internal & External)

• Provide accurate monthly payroll check reports to employees and line managers on time.
• Respond professionally and timeously to payroll queries, escalating delays with required urgency where necessary.
• Advise employees on payroll-related policies and procedures when appropriate.
• Collaborate closely with HR, Finance, and sites to ensure seamless payroll processing and other timekeeping system requirements. (for example, PRP)

2. Accurate and On -time Payroll Processing, Reports and Validations

• Minimize financial risk by capturing payroll data accurately and reconciling own inputs before submission for approval.
• Collect, sort, and validate payroll information from HR and sites to ensure completeness on the payroll system.
• Verify that all processing information is fully supported by required documentation and authorizations.
• Load new employees, maintain records (e.g., banking detail changes), process once-off changes (annual increases), and finalize terminations including final pay and leave encashment.
• Complete statutory and compliance submissions, including UIF (UI-19), certificates of service, provident fund claims, and maternity documentation.
• Accurately process all relevant payroll elements for the current period, including, but not limited to: Earnings, Deductions, Company Contributions, Fringe Benefits, Leave Transactions.
• File salary input monthly, ensuring records are complete and audit-ready.
• Prepare monthly payroll reports per checklist for submission to the payroll team leader.
• Provide general administrative support and assist with ad hoc payroll-related tasks.

3. Continuous Improvement: Business Processes

• Identify payroll process inefficiencies or compliance risks and raise improvement opportunities, particularly in relation to own stakeholder engagement (e.g., required procedures and documentation from line managers).
• Share lessons learned and collaborate with colleagues to improve accuracy and consistency.
• Take initiative to upskill and broaden own payroll knowledge (systems, legislation, reporting) to add value within the payroll team.

4. Ecowize Values

• Demonstrate Partnership by fostering collaboration across HR, Finance, and operational teams.
• Show Excellence through accuracy, diligence, and delivering error-free payroll outputs.
• Uphold Integrity by protecting confidential employee data, ensuring compliance, and applying payroll rules consistently and fairly.

Minimum level of education:

• Grade 12
• Payroll certification / Diploma (advantageous)

Experience:

• Essential: 5–8 years’ experience administering payroll for both wage earners (±700 employees) and salaried staff (±100 employees) in a high-volume environment.
• Proven end-to-end payroll processing experience, including new hires, changes, and terminations.
• Strong exposure to payroll compliance (PAYE, UIF, SDL, BCEA)
• At least 3 years’ experience working with Sage 300

Job knowledge:

• Thorough knowledge of payroll principles, calculations, and processes.
• Up-to-date knowledge of South African labour legislation and statutory compliance.
• Understanding of HR processes (onboarding, benefits, leave, terminations)
• Awareness of payroll reporting, reconciliations, and audit requirements.

Job skills (Technical skills)

• Proficient in end-to-end payroll processing, including onboarding, terminations, leave, and benefits.Strong knowledge of payroll legislation and compliance requirements (PAYE, UIF, SDL, BCEA).
• Skilled in payroll systems (Sage 300 People – minimum 3 years) and timekeeping systems (advantageous).
• Experienced in data analysis and reconciliation to validate inputs, balance reports, and prevent errors.
• Competent in preparing payroll summaries, variance reports, reconciliations, and audit-ready files.
• Proficient Microsoft Excel user, including VLOOKUP/XLOOKUP and formulas for payroll analysis.
• Effective record management to ensure accurate, compliant, and audit-ready payroll documentation.

The successful incumbent must have the following skill sets:

• Strong attention to detail, accuracy, and confidentiality in handling sensitive payroll data.
• Strong communication and stakeholder management skills, fostering effective relationships across HR, Finance, Operations, and external authorities.
• Excellent time management, resilience, and ability to prioritise under pressure to meet strict deadlines.
• Problem-solving and critical thinking abilities to resolve discrepancies and ensure compliance.
• Adaptable and flexible, with a collaborative, customer-focused approach that supports employees and ensures smooth payroll delivery.

When applying for jobs, ensure that you have the minimum job requirements.

The Company is committed to complying with legislation and to meet strategic goals regarding to employment equity.

Your privacy is important to us. By submitting your personal information, you agree that this information will be handled in accordance with the Protection of Personal Information Act (4 of 2013). The closing date for internal applications is 13 October 2026. Remember to inform your direct line manager should you be interested in this opportunity and apply directly on our job portal.

NOTE: If you have not received a response from us within 14-days of the closing date, kindly consider your application as unsuccessful.