HR Administration & Payroll Coordinator

Department: Human Resources
Reports to: HR Business Partner (HRBP)

We are seeking an organised and detail-oriented HR Administration & Payroll Coordinator to support employee lifecycle administration, payroll coordination and benefits management. Working closely with the HR Business Partner, Business Units and external service providers, you will ensure that HR processes are completed accurately, efficiently and on time.

The role requires strong administrative skills, discretion when handling confidential information and the ability to coordinate multiple stakeholders while maintaining reliable employee records.

HR Administration & Employee Lifecycle

• Coordinate day-to-day HR administration with external HR and payroll service providers, ensuring timely delivery and follow-up on outstanding matters.

• Work closely with the HR team and designated Business Unit contacts to address employee-related administrative requirements.

• Coordinate employee onboarding, including preparing onboarding plans, arranging required documentation and ensuring activities are completed on schedule.

• Manage offboarding activities, conduct exit interviews and ensure all required documentation, formalities and company asset returns are completed before departure.

• Prepare employment contracts, contract amendments, termination documents and other employment-related correspondence.

• Maintain the employee equipment register, track assigned assets such as laptops and mobile phones, and coordinate employee responsibilities for their use and return.

• Maintain accurate employee information in HR systems and digital platforms, including IHRIS, Deel and other relevant systems.

• Process employee registration and deregistration, and record and monitor sick leave, annual leave, maternity leave, parental leave and other absences.

• Provide employees with guidance and training on HR systems, platforms and administrative processes.

Payroll Coordination

• Collect, verify and submit payroll inputs, including absence records, bonuses and other variable pay components, within agreed payroll timelines.

• Ensure payroll information is complete, accurate and supported by the required documentation.

• Prepare and submit employment-related documents and certificates required for payroll processing and personnel administration.

• Review payroll calculations and reports to identify errors, inconsistencies or missing information.

• Work with the external payroll provider and relevant internal stakeholders to investigate and resolve discrepancies promptly.

Compensation & Benefits Administration

• Coordinate employee enrolment in applicable benefit programmes, including flexible benefits, meal vouchers, sports memberships and other company offerings.

• Process benefit changes and maintain accurate employee eligibility and enrolment records.

• Maintain employee life insurance records and coordinate insurance claims when required.

• Liaise with medical service providers on employee healthcare benefits and update coverage information as needed.

• Monitor costs associated with employee benefits and other HR expenditure.

Health, Safety & Data Protection

• Coordinate with external health and safety providers to arrange mandatory occupational health and safety training and related activities.

• Work with external data protection specialists to maintain documentation required for privacy and data protection compliance.

• Handle employee information confidentially and in accordance with applicable regulations and company procedures.

HR Projects & Team Support

• Independently coordinate smaller HR projects and contribute to medium-scale HR initiatives.

• Take ownership of assigned activities, monitor progress and ensure timely completion.

• Undertake other duties assigned by the HR Business Partner that fall within the scope of the role and the HR function.

Qualifications & Experience

• A degree or equivalent higher education qualification; additional training in Human Resources, payroll or administration would be advantageous.

• Previous experience in HR administration, payroll coordination or a similar role is preferred.

• Experience using HR and payroll systems and digital HR platforms.

• Experience contributing to HR-related projects.

• A very good command of written and spoken English.

• Proficiency in Microsoft Office, particularly Excel, Word and PowerPoint.

• Practical knowledge of applicable labour laws and data protection regulations would be an advantage.

Skills & Attributes

• Strong organisational and time-management skills, with the ability to prioritise competing deadlines.

• Excellent attention to detail and a consistent focus on accuracy and reliability.

• Strong interpersonal and communication skills, with the ability to work effectively with employees, internal teams and external providers.

• Ability to work independently, take initiative and remain accountable for assigned responsibilities.

• A collaborative approach and the ability to work effectively within a structured team environment.

• High standards of professionalism, discretion and confidentiality.