Payroll & HR Administrator (20+ Years)
Resume:
ran
PROFESSIONAL SUMMARY
Accomplished Payroll and HR Administrator with 20+ years’ experience in payroll management, human resources administration, bookkeeping, and operations coordination. Proven expertise in managing payroll for 400+ employees with 100% compliance to labour law, tax regulations, and company policies. Skilled in Sage 300 People, VIP Payroll, Pastel, and IQ Accounting with a track record of improving payroll accuracy, streamlining HR processes, and ensuring confidentiality. Strong interpersonal, problem-solving, and time management skills, with the ability to deliver accurate results under tight deadlines.
CORE COMPETENCIES
Hard Skills:
Payroll Processing & Administration (Sage 300 People, VIP Payroll, Pastel, IQ Accounting)
HR Administration & Employee Records Management
Time & Attendance Systems Leave Management Employee Benefits Administration
Bookkeeping to Trial Balance VAT, PAYE, UIF & SDL Compliance
Financial Reporting Payroll Reconciliations EMP201/EMP501 Submissions
Recruitment & Onboarding Employee Induction Policy Compliance
Procurement & Vendor Negotiations Fleet Management Warehouse Operations
Soft Skills:
Accuracy & Attention to Detail
Confidentiality & Integrity
Analytical Thinking & Problem-Solving
Time Management & Multitasking
Communication & Stakeholder Engagement
Process Improvement & Workflow Optimization
WORK HISTORY
1 June 2024 – Current
Payroll and HR Administrator, Universal Paper and Plastics, Ga Rankuwa, South Africa
Payroll:
Administer end-to-end monthly payroll for UPP and UPM, ensuring 100% compliance with statutory regulations, company policies, and deadlines.
Accurately process payroll data for approximately 400 employees, verifying all inputs and amendments before final payment authorization.
Prepare and reconcile monthly payroll journals, EMP201 submissions, and related financial reports for Finance.
Maintain accurate employee payroll records, ensuring strict confidentiality and secure data management.
Conduct payroll audits to identify discrepancies, implement corrective actions, and prevent recurrence.
Generate and analyse Sage 300 and ad-hoc payroll reports to support decision-making.
Create and update employee records in the payroll system for new hires, transfers, and terminations based on HR documentation.
Calculate and process termination payments in line with legal requirements and company policies.
Ensure accurate setup, maintenance, and removal of employees from the Provident Fund, liaising directly with fund administrators.
Oversee time and attendance imports, verifying accuracy and resolving discrepancies before payroll cut-off.
Manage leave systems, updating entitlements and balances while ensuring compliance with company leave policy.
Review and approve supporting documentation for leave, including medical certificates and family responsibility leave forms.
Provide monthly time, attendance, and leave reports to Department Heads.
Process and reconcile payroll deductions for statutory and third-party payments, including UIF, Provident Fund, Medical Aid, and Garnishee orders.
Prepare and issue UIF documentation for employees as required.
Ensure compliance with labour law, tax regulations, and employee benefit agreements.
Work closely with HR and Finance teams to align payroll processes with HR records and month-end financial requirements.
Submit timely payroll activity and reconciliation reports to management.
Support HR projects, surveys, and process improvement initiatives to implement best practices.
Provide expert guidance to employees on payroll-related queries and discrepancies.
HR Administrator:
Provide administrative and operational support for HR projects, surveys, and initiatives, ensuring alignment with industry best practices.
Maintain and update HR information systems (HRIS/ESS), ensuring accurate employee data, seamless system functionality, and prompt resolution of technical or data-related queries.
Upload, store, and manage confidential HR documentation, including disciplinary records, employment contracts, and provident fund forms, in compliance with data protection regulations.
Track and record company-issued items for both new hires and existing employees, maintaining accurate asset allocation records.
Add new employees to the Employee Self-Service (ESS) platform, troubleshoot ESS access issues, and guide staff through system usage.
Generate HR reports to support workforce planning, compliance tracking, and decision-making.
Perform ad hoc HR administrative tasks and contribute to special projects as required.
1 March 2021 – 30 April 2024
Payroll Administrator, N.E.G.H / LMA Plus, Pretoria, South Africa
Reason for Leaving: Retrenched due to restructuring.
Verified and submitted timekeeping information for accurate and efficient payroll processing.
Completed payroll accurately and timely to meet employee expectations.
Maintained confidentiality of employee records and payroll information.
Responded to employee questions and requests for information in timely and knowledgeable fashion.
Maintained employee confidence and protected payroll operations by keeping information confidential.
Calculated wages, deductions, and bonuses in accordance with company policies.
Audited timesheets and payroll records for accuracy.
Managed and updated employee benefits information.
Coordinated with HR personnel to verify accuracy and completeness of employee information.
Processed timecards and payroll data for team of employees.
Collaborated with finance department to determine accurate payment of taxes and deductions.
Reconciled payroll discrepancies and responded to inquiries from employees.
Assisted with recruitment and onboarding of new employees.
Updated employee files with new details such as changes in address or salary levels.
Managed employee records on database to maintain accuracy and updated information.
April 2020 - October 2020
Transcriptionist, Self Employed, Pretoria, South Africa
Reason for Leaving: I got an opportunity to do contract work.
Transcribed audio files of podcasts and interviews for various businesses in Afrikaans and English.
November 2020 - February 2021
Senior Bookkeeper, Sport Plane Builders, Pretoria, South Africa
Reason for Leaving: The contract ended.
Matched purchase orders with invoices and recorded necessary information.
Gathered, evaluated, and summarized account data in detailed financial reports.
Managed day-to-day accounting processes to drive financial accuracy.
Input financial data and produced reports using Pastel and later IQ Accounting.
Streamlined bookkeeping procedures to increase efficiency and productivity.
Reconciled accounts, managed audits and updated financial records with remarkable accuracy.
Managed and responded to correspondence and inquiries from customers and vendors.
Managed complex problem-solving for upper management to complete projects on-time.
Maintained account accuracy by reviewing and reconciling checks monthly.
Provided comprehensive accounting support to company by managing functions like payroll, accounts payable, accounts receivable and business expense processing.
Streamlined daily reporting information entry for efficient record keeping purposes.
Supported management by processing invoices and documents with consistent on-time delivery.
Effectively communicated with clients about payment needs and kept updated, detailed and accurate ledgers.
Inspected account books and recorded transactions.
Recorded deposits, reconciled monthly bank accounts, and tracked expenses.
Maintained accurate historical records.
Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
Complied with local, state, and federal laws and requirements.
Strengthened financial operations by conducting bank reconciliations and financial reporting.
Reconciled company bank, credit card and line of credit accounts, investigating and resolving discrepancies to keep accounts audit ready.
Generated invoices upon receipt of billing information and tracked collection progress.
Completed payroll for employees and maintained detailed records of procedures.
Completed tax forms in compliance with legal regulations.
Tracked expenses and income for businesses while organizing and maintaining bank statements for checking accounts.
Reported financial data and updated financial records in ledgers and journals.
Posted daily receipts and payments in accordance with corporate protocols.
August 2001 - March 2020
Office Manager, Payroll & Hr, Procurement Manager, Fleet Controller & Warehouse Manager, Contractors Truss & Building Supplies, Pretoria, South Africa
Reason for Leaving: Retrenched, the company was liquidated.
Payroll and Human Resources:
Maintain and complete Pay information for employees.
Complete new employee's information, contracts, and termination document
Maintain leave form processes.
Issue clocking reports timeously.
Maintain HR-related documentation, personnel files, training records, etc.
Assist with placement of external and internal job adverts.
Arrange and conduct interviews.
Deal with reference checks on shortlisted candidates.
Arrange training and keep a record of all training.
Correspondence with Recruitment agencies and independent newspaper
Assist with the induction process.
Payroll administration
Coordinate and administration of recruitment and selection process.
HR Administration and reporting
Policies and Procedures
VIP Payroll
Staff recruitment and selection
Identify personnel needs.
Ensure compliance with the company's policies, standards, and regulations.
Institute disciplinary actions against employees.
Prepare all documentation concerning company disciplinary code of conduct.
Defend decisions at CCMA and Bargaining Council
VAT, PAYE, UIF and SDL (Completion of forms, reconciliations and filing the proof of payments)
Payroll, Salaries and Wages
Maintain payroll records.
Compile payroll data: hours worked, taxes, insurance, employee identification number, etc., from timesheets and other records.
Review wages computed and corrected errors to ensure accuracy of payroll.
Record changes affecting net wages, such as exemptions, insurance coverage, and loan payments for each employee to update master payroll records.
Prepare periodic reports of earnings, taxes, and deductions.
Keep records of leave pay and nontaxable wages.
End to end payroll processing.
Maintaining and updating employee records on the payroll system
Assisting with communication and processing of workers compensation claims
Assisting with year-end processes such as annual payroll tax and payment summary reconciliations
Dealing with payroll queries from employees.
Collect and summarize timekeeping information.
Calculate commissions.
Process garnishment requests.
Process employee advances and paybacks.
Process and close periodic payrolls.
Office Manager:
Resolve all inquiries.
Maintain inventory of all supplies
Place required purchase orders.
Monitor processing of all company transactions
Prepare reports for all return goods.
Assist Quality Improvement to enhance all services.
Manage and resolve all issues in customer accounts.
Develop and maintain effective relationships with all clients and staff.
Perform regular invoicing of all clients.
Provide support to company staff.
Maintain the required database.
Maintain records of all operating expenses in the company
Maintain records of all inventories
Maintain professional relationships with customers and sales departments to resolve all customer issues.
Full Debtors & Creditors accounting function
Administer Cash-ups and banking.
Reconciliation of accounts
Managing Petty cash, reconciliations & capturing
Cash flow.
Credit Notes
Invoicing
Quotations
Coordinating and supervising company staff
Establishing budgets and monitoring expenses
Establish company policies, goals, and objectives.
Provide administrative support to sales and marketing teams.
Handle, maintain and update customer and financial databases.
Establish company budget and handle office expenses within the limits.
Organize and maintain effective filing systems.
Organize, manage, and update company databases.
Delegate responsibility to other suitable employees.
Maintain cleanliness and order in the office.
Maintain stock, supplies and inventories.
Facility management
Procurement Manager:
Develop key relationships with business stakeholders and strategic supply partners to improve business.
Implement change and develop new processes to procure goods and services better.
Negotiate contracts with suppliers to obtain the best price and service.
Identify cost reduction opportunities to achieve financial goals.
Review current processes for procurement and make recommendations where appropriate.
Provide periodic reporting for management on purchasing, controls, and processes.
Manage preparation, implementation, and execution of procurement processes.
Implement procurement processes to ensure efficiency, cost savings and best practices.
Re-negotiate contracts with suppliers to produce better savings and added value for spend.
Create documentation necessary for the acquisition of materials and services.
Provide outstanding customer service and ensure customer satisfaction.
Review supplies, works and services to ensure compliance with company procedures and best procurement practice.
Provide updates about procurement-related progress and potential delays daily to the Production Manager.
Maintain positive working relationships with strategic suppliers to assure cost, quality, and delivery targets are met.
Fleet Controller:
Maintain electronic databases of sales, registration, inspections, and maintenance of fleet management.
Perform vehicle registration and insurance formalities and documentation regarding the induction of new vehicles in the existing fleet.
Oversee routine and ad hoc maintenance, obtain tags for new vehicles, and renew old ones to ensure schedule fleet management.
Monitor and ensure fleet operation in compliance with local and state rules and regulations.
Maintain and monitor the data management system to organize fleets as per various schedules and requests.
Streamline and monitor fuel purchase system with the assistance of Fuel Cards for all vehicles and drivers.
Develop and implement standard operational standards to maintain vehicles by advocating the best industry practices.
Warehouse Manager:
Keep track of all items that come into and go out of the warehouse.
Oversee the efficient receipt, storage, value-adding servicing, and dispatch range of goods.
Manage staff, processes, and systems.
Ensure productivity targets are met.
Oversee the maintenance of warehouse and labor management systems.
Ensure workplace health and safety requirements are met.
Responsible for security of the building and stock
Planning, coordinating, administration and general management issues.
Supervision of staff and overseeing work
Liaising with customers, suppliers, and transport companies
Planning, coordinating, and monitoring receipt, order assembly and dispatch of goods.
The utilization of space and mechanical handling equipment, ensuring quality, budgetary targets and environmental objectives are met.
Responding to and dealing with customer communication by e-mail and telephone
Keeping stock control systems up to date and ensuring inventory accuracy
Planning future capacity requirements
Motivating, organizing, and encouraging teamwork within the workforce to ensure productivity targets are met or exceeded.
Maintaining standards of health and safety, hygiene, and security in the work environment
Overseeing the planned maintenance of vehicles, machinery, and equipment.
Stock take.
Ordering stock
Stock control.
Follow up on orders.
Collate all daily/weekly orders from customers.
Invoice summary reports.
Invoicing
Maintain all labelling and delivery notes.
Produce daily production schedule.
Dispatching, preparing and compiling material.
Arrange delivery of products
Receive product deliveries.
Record and check the quantity and quality of good received.
Inspect, accept, or reject inbound shipments.
Inputs received goods into the computer system.
Forwards proper documentation to accounts payable.
Inspect and verify the condition of the products received.
Count and verify products materials.
Reconcile products received against invoice quantities.
Communicate discrepancies in products received to Director.
Organize products received for quality inspections.
Organize and manage inventory control of products received.
May 2004 - July 2017
Snr Bookkeeper, Lizanda Construction/Lizanda Investments, Pretoria, South Africa
(Same owners as Contractors Truss & Building Supplies, other business interests)
Reason for Leaving: Owners disbanded the companies
Bookkeeping to Trial balance
Cashbook
Full Debtors & Creditors accounting function
Administer Cash-ups and banking.
Reconciliation of accounts
Managing Petty cash, reconciliations & capturing
Cash flow.
Credit Notes
SARS Returns on E-filing.
VAT, PAYE, UIF and SDL submissions on e-filing & u-filing, reconciliations and filing the proof of payments.
Payroll, Salaries and Wages
General Administrative duties (filing, faxing, copying etc.)
Invoicing
Quotations
Reconciliation of bank statements
General Ledger
Reconciliation of all cash and payments received.
Preparing Requisitions and payments, loading payments and beneficiaries on the system for Internet payments
Preparing management reports
Journals
Monthly reconciliation of Suppliers, Debtors, and Creditors
Deal with queries from Suppliers, Debtors, and Creditors
Process payments and receipts.
Check bank balances daily.
Age analysis
Loan accounts.
Capturing and reconciling Inter-Company loan accounts
Preparing of supplier statements and invoices
Full Payroll functions
Enter data and posts wages.
Reconcile errors.
Maintain payroll records.
Compile payroll data: hours worked, taxes, insurance, employee identification number, etc., from timesheets and other records.
Review wages computed and corrected errors to ensure accuracy of payroll.
Record changes affecting net wages, such as exemptions, insurance coverage, and loan payments for each employee to update master payroll records.
Keep records of leave pay and nontaxable wages.
End to end payroll processing.
Maintaining and updating employee records on the payroll system
Assisting with communication and processing of workers compensation claims
Assisting with year-end processes such as annual payroll tax and payment summary reconciliations
Dealing with payroll queries from employees.
Collect and summarize timekeeping information.
Calculate commissions.
Process garnishment requests.
Process employee advances and paybacks.
Process and close periodic payrolls.
Process pay slips.
Finalize payroll reports.
Create salary payments for authorization.
EMP 501 and EMP 201 reconciliations, finalize and submit to SARS.
Allocate receipts to invoices and credit notes, so that customer balances show the correct debt due.
Ensure that debtor information is accurate.
Providing support in managing the Debtors book
Deal with and manage correspondence from customers to ensure that service levels are maintained.
Review daily bank receipts.
Negotiating repayment plans
Setting up and maintaining customer files
Recording payments
Updating records of debtors
Preparing debtor statements
Report to management regarding the finances of establishment.
Ensure the company's annual earnings, expenditures and investments are reported with accuracy and completeness.
January 2001 - July 2001
Personal Assistant, V&A Accountants, Midrand, South Africa
Reason for Leaving: Retrenched. The company was bought by another company.
Communicated with internal departments, vendors, and contractors to discuss schedules, project requirements and upcoming appointments.
Provided general administrative support including scheduling meetings, making travel arrangements, and managing documentation.
Provided multifaceted services to professionals by managing mail, scheduling appointments and other administrative tasks.
Responded to emails and other correspondence to facilitate communication and enhance business processes.
Used discretion when managing confidential information.
Oversaw personal and professional calendars and coordinated appointments for future events.
Updated spreadsheets and created presentations to support executives and boost team productivity.
Attended meetings, took notes, and tracked action items.
Served as point of contact between clients and managerial staff.
Maintained appropriate filing of personal and professional documentation.
January 1998 - December 2000
Office Assistant, Neat and Fast Builders, Soshanguve, South Africa
Reason for Leaving: Resigned. The company relocated to Limpopo
Processed incoming and outgoing mail and packages according to established procedures.
Edited and proofread documents for accuracy and completeness.
Assisted with onboarding of new employees.
Informed and supported business leaders through consistent communication and administrative support duties.
Purchased and maintained office supplies.
Maintained and updated office records, both digital and physical.
Assisted with budgeting and financial management to keep office operating within budget.
Monitored and tracked budgets and expenses.
Submitted employee payroll documentation weekly to avoid errors and kept employees paid accurately and on time.
Compiled and analyzed data to produce reports.
Collaborated with various departments to complete assigned tasks.
Reviewed files, records, and other documents to obtain information to respond to requests.
Input data into spreadsheets and databases.
Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted.
Fostered operational efficiency and compliance with company policies through effective coordination of office activities.
Coordinated and scheduled meetings and appointments.
Supported staff on special assignments and ad hoc projects.
Delivered clerical support by handling range of routine and special requirements.
Interacted with customers by phone, email, or in-person to provide information.
EDUCATION
January 1996 – December 1997 (Not Completed)
B Ed, Senior Phase and Further Education and Training
Normaal College Pretoria, Pretoria, South Africa
December 1995
High School Diploma
Elandspoort High School, Pretoria, South Africa
CERTIFICATIONS
VIP Payroll Training – 2001
Sage 300 People – Functionality Management
Sage 300 People – Tax Year End
Sage 300 People – Report Customization
Sage 300 People – HR Personnel Management
Sage 300 People – WEB ESS
Microsoft Excel Intermediate
HOBBIES
I love reading, and spending time with my family.
.
M
_15
Marlise Fourie
***************@*****.***
Pretoria, South Africa 0184
Contact this candidate