Payroll & Admin Coordinator

(WIS) Wellbore Integrity Solutions; Aberdeen City; On-site; GBP 26,000 - 36,000; Full time

Job summary

Wellbore Integrity Solutions is seeking a highly organised Payroll and Administration Coordinator to support accurate payroll processing, maintain employee records and manage HR documentation. The role covers onboarding, payroll administration, records management, visa coordination and HR projects, with a focus on confidentiality and compliance.

The successful candidate will work closely with internal stakeholders to ensure efficient HR operations and high-quality administrative support for

Qualifications

• Two years' experience in payroll processes and systems.
• Experience with HR databases and HRIS systems (e.g. UKG).
• Office environment experience.
• Proficient in Microsoft Word and Excel.
• Excellent communication skills and strong organisational ability.
• Problem-solving, analytical and multitasking skills.
• Ability to build relationships at all levels of an organisation.
• Team-oriented with a results-driven approach.
• Discretion handling confidential information.

Responsibilities

• Data input for payroll process using HR database and HRIS systems.
• Organise and maintain personnel records (paper and electronic).
• Update internal databases (e.g. record sick or maternity leave).
• Prepare HR documents, such as employment contracts and offers of employment from templates.
• Assist payroll submission by providing relevant employee information.
• Participate in HR projects.
• Provide a minute taker in meetings (Grievance, Disciplinary, ROD).
• All other duties as assigned.

Skills

Payroll processes

HRIS systems (UKG)

MS Word

MS Excel

Communication skills

Organisational skills

Problem solving

Teamwork

Confidentiality

Tools

UKG HRIS

Job description

We are seeking a highly organised and detail-oriented Payroll and Administration Coordinator to join our ESSA team. This role is responsible for supporting the accurate and timely processing of payroll data, maintaining employee records, managing HR documentation, and ensuring HR administrative processes are compliant with local employment legislation.

The successful candidate will play a key role in supporting employees and the HR function across a range of activities, including onboarding, payroll administration, personnel record management, visa and work permit coordination, and HR projects. Working closely with internal stakeholders, you will help ensure efficient HR operations while maintaining the highest standards of confidentiality, accuracy, and compliance.

This is an excellent opportunity for an experienced payroll and HR administrator who enjoys working in a fast-paced environment, has strong attention to detail, and is committed to delivering exceptional administrative support to both employees and the business.

Primary Responsibilities Include

• Data input for payroll process using HR database and HRIS systems
• Organise and maintain personnel records (paper and electronic).
• Update internal databases (e.g. record sick or maternity leave).
• Prepare HR documents, such as employment contracts and offers of employment from given templates.
• Assist payroll submission by providing relevant employee information (e.g. leaves of absence, sick days and vacation time).
• Participate in HR projects.
• Provide a minute taker in Grievance, Disciplinary and Record of Discussion meetings.
• All other duties as assigned.

Minimum Qualifications/Requirements

• Two (2) years' working knowledge of payroll processes and systems
• Experience with HR databases and HRIS systems (e.g. UKG)
• Office environment related experience.
• Proficient in Microsoft Word and Excel.
• Excellent communication skills.Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
• Problem-solving, critical thinking and analytical skills.
• Ability to build relationships within all levels of the organisation.
• Desire to work in a team with a results-driven approach.
• High level of discretion of confidential work and information; ability to manage critical information and sensitive situations..

QHSE Commitments

• Be familiar with the WIS QHSE policies and Standard and QHSE system.
• Adhere to all QHSE requirements and local site house rules.
• Participate in all HSE Safety inspections as required.
• Comply with all mandatory training associated with the QHSE system