Payroll Coordinator

Role Overview

The Payroll Coordinator is entrusted with overseeing the complete payroll cycle ensuring precision and punctuality while adhering to company guidelines and labor laws. This role also manages payroll documents, processes employee salary certificates and pay slip requests, and keeps records of employee benefits such as private medical insurance and workers' compensation. Collaboration with Finance, HR, and external vendors is essential to maintain proper and confidential payroll and employee data.

Key Responsibilities

• Manage and support the entire payroll process for all staff members.
• Review and validate payroll information including new hires, resignations, salary adjustments, promotions, allowances, deductions, and leave without pay.
• Confirm accuracy of employee attendance and leave data relevant to payroll calculations.
• Ensure timely and correct payroll execution.
• Reconcile payroll reports to spot and resolve discrepancies prior to approval.
• Liaise with Finance to submit payroll data and reports punctually and correctly.
• Maintain comprehensive payroll records and documentation.
• Respond professionally and promptly to employee queries concerning payroll.
• Prepare and issue salary certificates upon request.
• Generate and distribute monthly pay slips while safeguarding confidentiality.
• Handle payroll-related correspondence and employment documents as needed.
• Update and maintain payroll files with accurate information.
• Maintain an up-to-date database of employees covered under the company’s private medical insurance.
• Coordinate changes such as additions or removals with the medical insurance provider.
• Maintain records related to workers’ compensation insurance and ensure data accuracy.
• Support HR during benefit audits and annual renewals by compiling necessary employee information.
• Keep payroll and employee records confidential within the HR Information System (HRIS).
• Ensure compliance of payroll documentation with internal policies and legal requirements.
• Prepare payroll data for internal audits when requested.
• Contribute to initiatives aimed at improving payroll accuracy and processes.
• Assist in onboarding and offboarding procedures affecting payroll.
• Coordinate with HR and Finance regarding employment status changes.
• Provide general administrative assistance to the HR team as assigned.
• Perform other duties as delegated by the HR Manager.

Qualifications

• Bachelor’s degree in Human Resources, Business Administration, Accounting, Finance, or a closely related discipline.
• 2 to 4 years of experience in payroll coordination, HR operations, or payroll administration.
• Familiarity with HRIS and payroll processing systems is preferred.
• Experience in employee benefits administration is advantageous.
• Knowledge of payroll procedures and legal compliance.
• Understanding of employee record management and HR administrative functions.
• Basic awareness of labor laws and payroll regulations.
• Preferable knowledge of benefits management including medical insurance.

Skills

• Keen attention to detail and high accuracy levels.
• Strong organizational and time management capabilities.
• Good numerical proficiency and analytical skills.
• Competence with Microsoft Excel, Word, and HRIS/payroll software.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality with professionalism.
• Capacity to juggle multiple tasks and meet deadlines efficiently.
• Customer service oriented with effective employee query handling.