Payroll Operation Administrator at Hollywoodbets

Job Description

Being a part of the Hollywoodbets Purple Team is an opportunity to become a part of one of South Africa’s biggest success stories. From humble beginnings in Durban, Hollywoodbets has grown into a powerhouse brand operating across Africa and the United Kingdom. And that’s just the beginning. Our talented Team is on a mission to increase our global footprint, ready to take on any challenge because at Hollywoodbets, not even the sky is the limit. Join our Team and let’s reach for the stars.

We have an amazing opportunity for a Payroll Operation Administrator. Do you think you have what it takes to be our newest Purple Star?

The successful candidate will be responsible for the administration and scrutiny of Claims and Acknowledgement of Debts received via ESS or email are correct and processed within the Payroll deadlines.  Maintaining and controlling of Stationery as well as Fixed Assets register.  Required to attend to internal customer queries relating to Claims and Acknowledgement of Debts.  To maintain confidentiality of all payroll information. 

With Hollywoodbets You Will:

Innovate and create as part of a like-minded, authentic Team eager to achieve goals.

Embrace challenges and the thrill of working in a vibrant and fast-paced industry.

Grow with our development plans and culture that allows you to further your career.

You Bring:

• Microsoft Office (Word and Excel).

A Bonus to have:

• Payroll training courses.
• Experience as a payroll clerk or administrator.

What You’ll do for the Brand:

The role includes, but is not limited to:

• Administration of approved Subsistence and Travel Claims:
  • Check all subsistence and travel claims received ensuring they are approved, and that the correct supporting documentation are included on ESS. Then approve on ESS to workflow to Payroll Supervisor for final approval.
    • Record all approved and correct subsistence and travel claims on the S&T spreadsheet/master file – differentiate what was received via ESS and Email. 
    • Update the spreadsheet and save copies of the claims with supporting documentation on the AOD shared drive weekly and finalize by the payroll deadlines.
    • Upload the subsistence and travel claims under attachments on the Payroll System.

• Administration of approved AOD’s (Acknowledgement of Debt):
  • Check AODs received via email or ESS ensuring they are signed and have the correct name/ID number/Company and supporting documentation is attached as proof of shortage.
  • Record all signed and correct AODs on the AOD spreadsheet/master file.
  • Update the spreadsheet and save copies of the AOD’s with supporting documentation on the AOD shared drive daily and under attachments on the Payroll System each team member’s profile.  Ensure this is finalized by the payroll deadlines.
  • Prepare the AOD bulk template daily for the payroll officers to action.
  • AOD Masterfile is sent to Operations on monthly basis for Retail.

• Any subsistence, travel claims or AOD’s that have been declined and returned to business to amend should be updated on the Quality & Error Alert Tracker.
• All Internal Customer queries to be logged and resolved within 24 hours.
• Control of Stationery
  • Keep stock and track of inventory to ensure that there is enough stationery supply available for the Payroll team.
  • Place stationery order monthly to replenish stock.
  • Attend to internal stationery orders from the team on a weekly basis.

• Control of Stationery
  • Keep stock and track of inventory to ensure that there is enough stationery supply available for the Payroll team.
  • Place stationery order monthly to replenish stock.
  • Attend to internal stationery orders from the team on a weekly basis.

• Maintenance of Fixed Asset Register
  • Maintains a list of all the fixed assets in payroll that has been issued to team members.
  • Any new team members joining fixed asset register is updated with the new equipment issued.
  • Terminated team members return fixed asset and keep the equipment locked away securely.
  • Arrange for approval and uplifting of damaged stock.
  • Bi-annual Fixed Asset check to be completed to ensure the register is kept updated.

• 5’s Quarterly Audit to be completed for Payroll.
• Keep extension list updated.
• Keep the Evacuation Team list updated. Ensuring new team members are added as well as team members terminated are removed.
• Keep abreast of changes within Payroll department.
• Confidentiality of all Payroll information to be maintained at all times.
• Live and apply the Hollywood Group values.
• General admin duties, projects and reporting as required.

Skills and Competencies:

• Good communication and Interpersonal skills.
• Impressive planning, organisational and time management skills.
• Good business acumen and high ethical work standards and Accountability.
• Ability to multitask and show initiatives work standards.
• Ability to work under pressure and still produce good quality results timeously.