Job Description

HR & Payroll Specialist

Location: Lansdowne / Southern Suburbs, Cape Town
Employment Type: Permanent, Full-Time
Salary: R30,000 – R42,000 per month, depending on experience
Industry: Fire Protection, Safety & Compliance
Company Size: Approximately 66 employees
Experience Required: Minimum 5 years' relevant HR and payroll experience

About the Company

Our client is an established company operating within the fire protection, safety and compliance sector in Cape Town.

The organisation provides specialist fire safety and compliance solutions to commercial, industrial and other clients, including fire detection and protection systems, fire equipment, suppression solutions, inspections, maintenance, risk management and related safety services.

With a team of approximately 66 employees, the company operates in a hands-on, operational environment where strong HR administration, accurate payroll management and effective employee relations are essential.

They are looking for an experienced, mature and confident HR & Payroll Specialist who can take ownership of the HR and payroll function while working closely with the management team.

The Role

The HR & Payroll Specialist will be responsible for the day-to-day management and administration of the company's HR and payroll functions.

This is not purely a payroll-processing position. The successful candidate must have a solid HR background and be comfortable dealing directly with employees and management on HR, attendance, payroll and employee-related matters.

The role requires someone who is confident, professional and emotionally resilient. The successful candidate must be capable of maintaining appropriate professional boundaries, remaining impartial and avoiding involvement in interpersonal conflict or workplace politics.

The individual must be comfortable working independently, enforcing processes and policies consistently, and providing management with reliable HR and payroll support.

Key Responsibilities

Payroll Administration

• Manage and process the monthly payroll accurately and within required deadlines.
• Maintain accurate employee payroll records and employee information.
• Process new appointments, terminations, salary adjustments and other payroll changes.
• Calculate and process PAYE and other statutory payroll deductions.
• Ensure payroll information complies with relevant South African statutory requirements.
• Maintain supporting payroll documentation and records.
• Reconcile payroll information and investigate discrepancies.
• Respond professionally to employee payroll queries.
• Prepare payroll information and reports for management.
• Ensure confidentiality and appropriate handling of sensitive payroll information.

Time & Attendance

• Take responsibility for employee attendance and timekeeping administration.
• Monitor attendance, absenteeism, late-coming and working hours.
• Review and reconcile attendance information prior to payroll processing.
• Identify attendance discrepancies and follow up with employees and managers where required.
• Maintain accurate leave and absence records.
• Provide management with regular attendance information and reports.
• Assist management in addressing recurring attendance and timekeeping concerns.

Human Resources

• Manage day-to-day HR administration across the business.
• Maintain accurate and confidential employee records.
• Prepare employment contracts, amendments and other employee documentation.
• Manage employee onboarding and offboarding processes.
• Maintain leave, attendance and employee records.
• Assist with HR policies, procedures and internal HR processes.
• Provide employees and managers with guidance regarding HR policies and procedures.
• Assist management with employee relations matters.
• Support disciplinary and performance-management processes where required.
• Ensure HR documentation is accurate, complete and properly maintained.
• Assist with recruitment and employee administration when required.
• Ensure HR practices remain consistent and professionally administered.

Management Support

• Work closely with the management team on HR, payroll and employee-related matters.
• Provide accurate and practical HR information to assist management decision-making.
• Identify potential employee or HR issues and escalate these appropriately.
• Provide management with payroll, attendance and HR reports when required.
• Maintain professional independence when dealing with disagreements or interpersonal issues.
• Apply company policies and procedures consistently across the workforce.
• Act as a trusted and confidential HR resource to management.

Minimum Requirements

• Minimum 5 years' solid HR and payroll experience
• Demonstrable experience working in a combined HR and payroll role
• Strong practical understanding of PAYE and South African payroll administration.
• Proven experience managing employee attendance and timekeeping.
• Previous experience working directly with a management team.
• Good working knowledge of South African employment practices and HR administration.
• Experience dealing confidently with employee queries and workplace matters.
• Strong payroll administration and reconciliation skills.
• Excellent computer literacy, particularly Microsoft Excel and general HR/payroll systems.
• Strong written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to handle confidential employee and payroll information appropriately.

Ideal Candidate Profile

This position will suit a seasoned and mature HR/payroll professional who has developed the confidence and judgement that comes from substantial hands-on experience.

The successful candidate should be:

• Assertive and confident without being confrontational.
• Emotionally mature and resilient.
• Able to remain neutral and professional when dealing with workplace conflict.
• Unlikely to become involved in office politics, gossip or interpersonal disputes.
• Comfortable dealing with different personalities and levels of seniority.
• Strong enough to enforce policies and procedures consistently.
• Able to have difficult conversations professionally when necessary.
• Discreet and trustworthy when handling confidential information.
• Highly organised and methodical.
• Calm under pressure.
• Independent and capable of taking ownership of the HR/payroll function.
• Approachable to employees while maintaining appropriate professional boundaries.
• Comfortable challenging discrepancies or inappropriate practices when necessary.
• Able to build credibility and trust with both employees and management.

Key Competencies

HR Management | Payroll Administration | PAYE | Time & Attendance | Employee Relations | Leave Administration | HR Policies & Procedures | Payroll Reconciliations | Employee Records | Management Reporting | Labour Administration | Confidentiality | Conflict Management | Microsoft Excel

What We Are Looking For

The successful candidate will be more than an experienced payroll administrator. We are looking for someone who can become a trusted HR and payroll presence within the business

They must combine excellent payroll accuracy with strong HR judgement, maturity and the confidence to work effectively with both employees and senior management.

This is particularly important in an environment with varied personalities and interpersonal dynamics. The successful candidate must remain objective, professional and solutions-focused, ensuring that HR remains neutral and that employee matters are dealt with consistently, confidentially and fairly.