Payroll Coordinator

Job description / Role

Payroll Administration:
- Supervise the regular calculations and deductions, changes and adjustments to salaries and reimbursements to be able to manage on monthly basis the Payroll accuracy of all employees of the company and relevant companies and ensure payroll completion before activation of salaries by Finance.
- Ensure budget and policy compliance when data entry is made in HRMS, particularly at time of recruitment.
- Supervise the entry and updating the employee's personal and employment information into the payroll and personnel data system with accuracy.
- Check the consistency and accuracy of HRMS on regular basis to ensure that data is not corrupted or changed.
- Liaise with line managers and operating units on matters pertaining to payroll such as leave matters, financial transactions e.g. overtime.
- Manage staff loan details with banks and company loans.
- Track and tackle the Time off in Lieu (TOIL) applied by the employees and ensure proper approvals by line managers and division heads.
- Monitor and adjust the annual and sick leave granted to employees.
- Ensure that leave is taken within the stipulated time allowed as per policy; generate regular reports to ensure that their staff has been using their leave in accordance with the Company's policy.
- Supervise processing of the approved leaves, resumptions, overtime, deductions and reimbursements in a timely manner.
- Play a constructive role in reviewing, updating and improving payroll procedures and manual with I.T. Centre on regular basis.
- Supervise processing of Company telephone bills, and ensure that staff identify their non-business calls and make the necessary salary deductions.
- Send company telephone bills to all concerned units and follow up their returns for payments and personal calls deductions.

Benefits Administration
- Attend employees' queries regarding payroll, leave calculation, education allowance and housing issues and any Admin issues.
- Check the advance payments of housing, air passage and salaries to employees upon their request and ensure compliance with policy, before the approval is given, transaction/ payment is done.
- Documentation/ HRIS/ Financials
- To manage the organization and orderly filing of all company employee files. These files consist of confidential documents. Ensuring accuracy, timely execution, reliability and retrieval.
- Act as the custodian of HR department's financial budget including capital/ revenue expenditure. Monitor the expenses and provide MIS on a regular basis.
- Ensure log in/ tracking of all expenses/ transactions pertaining to Government Relations in order to assist Employee Relations and Government Relation Sections in tracking transactions to ensure visas applied/ received on time.
- Expense monitoring so as to review/ eliminate fines/ extra expenses. Ensure MIS is prepared and circulated re the above.
- Undertake, as required, analytical work based on the information contained within the Personnel Data Base and Payroll System.
- Responsible for generating and providing analysis (as required) for all regular HR reports (e.g. monthly info, turnover, nationality, medical/ sick leave, overtime).
- Take up preparation of any other ad-hoc reports/ analysis of data, as may be needed by the management.

Local Authorities; Consulate and Commercial Institutes
- Issue Bank, Consulate Letters, Salary Certificates in English and Arabic to local Authorities and Government Departments.
- Attend all enquiries from Banks, Court and Police regarding certain queries of employees formalities.
- HRMS
- Add new travel sectors to the system when needed; follow up with the travel agents to keep the system updated with latest IATA rates.
- Work closely with IT to improve HRMS functionalities including making additions in order to make it user friendly.

Requirements

- Will need to supervise 1person involved in the payroll function.
- A Graduate or a Diploma holder in Commercial accounting or finance and Business administration, or similar qualifications
- At least 5 years in the management of payroll and Human Resources Administration of a well-established organization of more than 500 employees.
- Capability to manage & guide staff.
- Accuracy in figures & attention to detail
- Good managerial skills
- Sharp analytical skills
- Good interpersonal skills
- Initiative and capability to meet deadlines

About the Company

Mackenzie Jones Middle East has decades of recruitment expertise in various industry sectors. Along with a deep understanding of key market sectors and regions, we never forget to treat clients, companies and candidates as individuals who have unique needs.

So we always listen, constantly learn, occasionally challenge and frequently advise. Its all part of a service renowned for its courtesy, consideration and dedication. Based in Dubai since 2006, our office covers the GCC and Levant countries and with the right regional expertise, we are the leading specialists.

Were growing rapidly because people appreciate our honesty, commitment and results.