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Senior Payroll, Bookkeeping & Office Administrator
Company: Heckers Garden Centre
Job Overview
We are seeking a highly detailed and versatile Senior Payroll, Bookkeeping & Office Administrator to oversee complete payroll processing, SARS tax compliance, financial record-keeping, supplier administration, and daily office operations. This role acts as a central administrative anchor, ensuring staff are paid accurately, statutory and vendor payments are made on time, and day-to-day office routines run efficiently.
Key Responsibilities
- End-to-End Payroll Management
- Administer, collect, and calculate weekly physical time cards across all departments every Thursday and Friday.
- Accurately capture employee worked hours, overtime, wage calculations, and leave days on designated calculation schedules.
- Execute fortnightly and monthly pay runs within Pastel Payroll, ensuring all statutory and custom deductions are correctly captured.
- Perform system updates, run payroll registers, compile EMP201 summaries, and maintain updated loan repayment schedules following each pay cycle.
- Execute mandatory post-payroll system backups, including off-site USB archives.
- SARS, Statutory Tax Compliance & Provident Funds
- Calculate monthly PAYE, UIF, and SDL liability amounts derived from payroll processing.
- Submit monthly EMP201 declarations to SARS via eFiling/e@syFile by the statutory deadline (7th of every month) and process corresponding payments.
- Submit monthly electronic UIF declarations following every completed pay run.
- Assist with bi-annual and annual SARS EMP501 employer reconciliations, IRP5/IT3a certificate generation, and audit queries.
- Manage monthly Acumen Fund schedules, process total payments, and distribute proof of payment.
- Access the Old Mutual Portal to complete monthly data submissions and ensure employee/employer contribution percentages are updated immediately following salary adjustments.
- Accounts Payable, Invoicing & System Support
- Load new payment beneficiaries on banking portals and process daily Cash on Delivery (COD) vendor payments.
- Monitor and pay monthly municipal accounts (Ekurhuleni water and electricity) via dedicated online portals.
- Receive utility readings from management, draft monthly utility invoices for on-site tenants (Café Ambrosia and Mercury Designs), and issue monthly customer statements.
- Utilize Prophet POS software to process Homegrown invoicing every Monday, upload Senior and Loyalty Cards, and extract sales reports for vendor partners.
- General Administration & Operations
- Monitor switchboard calls, screen visitors, and handle official WhatsApp messages.
- Order and manage stock for stationery, custom plantsticks, and branded till rolls from approved suppliers.
- Track company vehicle file registers to ensure all licensing discs remain active and legally compliant.
- Manage uniform procurement and distribution with store management.
- Maintain office kitchen supplies (coffee, tea, milk, sugar) and manage executive beverage requests.
- Archive, box, and clear out supplier invoices and statements at financial year-end.
Requirements & Qualifications
- 3+ years of hands-on experience in payroll processing using Pastel Payroll.
- Thorough understanding of South African labor laws, SARS eFiling/e@syFile, and monthly EMP201/UIF submission requirements.
- Solid background in general bookkeeping, accounts payable, tenant invoicing, and bank beneficiary administration.
- Hands-on experience with provident fund portal submissions (Old Mutual / Acumen).
- Prior operational experience using Prophet POS or similar retail management systems is highly advantageous.
- Strong organizational skills, high accuracy in data entry, and ability to handle confidential employee and financial data.
Salary R22 000 neg
Please send your CV to info@heckers.co.za