AU Payroll Administration Officer | Dayshift | Hybrid (BGC, Taguig)

HGS Offshore Staffing Solutions; Taguig; Hybrid; PHP 420,000 - 600,000; Full time

Job summary

HGS Offshore Staffing Solutions seeks a Payroll Administration Officer in the Philippines to provide accurate, timely payroll support for an Australian business. You will handle high-volume data entry, maintain employee records, answer payroll queries, and generate month-end reports while protecting confidential information.

The role involves working with Australian-based colleagues and local team members, requiring attention to detail, good judgement, and willingness to learn the organisation's

Qualifications

• Bachelor's degree in Accounting or a related field.
• Demonstrated Australian payroll administration experience or related high-volume data entry.
• Payroll or workforce administration experience in construction, EPC, energy, oil and gas, mining, or contracting.
• Experience with COINS, iChris, or a comparable payroll ERP system.
• Competence in Microsoft 365, particularly Excel, Outlook, Word, and SharePoint.

Responsibilities

• Enter and validate timesheet data in the payroll system in line with payroll schedules and documented procedures.
• Check entries for completeness, project allocation, roster patterns, hours, allowances and anomalies.
• Resolve routine discrepancies or escalate to the Australian Payroll team as needed.
• Create and maintain accurate employee records and supporting documentation.
• Process approved changes to employee details and retain records in line with organisational requirements.
• Complete quality checks and protect personal and payroll information at all times.
• Respond to basic payroll questions from employees and provide updates based on approved information.
• Export payroll data into Excel and format reports for review; perform checks before submission.
• Use Microsoft SharePoint to store and maintain payroll documentation with proper naming/version controls.

Skills

Data entry

Payroll administration

Attention to detail

Confidentiality

Microsoft 365

SharePoint

Excel

Outlook

Word

Education

Bachelor's degree in Accounting or a related field

Tools

COINS

iChris

SharePoint

Excel

Outlook

Word

Job description

ABOUT THE ROLE

The Payroll Administration Officer provides accurate, timely and confidential payroll administration support to an Australian business. The position is responsible for high-volume data entry, employee record maintenance, first-line payroll query support and routine reporting for the Australian payroll function.

The role forms part of the broader Payroll team and works closely with Australian-based colleagues and other Philippines-based team members. It requires disciplined attention to detail, sound judgement about when to escape, and a genuine willingness to learn the organisation's systems, rosters, allowances and employment conditions.

KEY RESPONSIBILITIES

Timesheet Data Entry

• Enter and validate timesheet data in the payroll system in line with payroll schedules and documented procedures.

• Check entries for completeness, project allocation, roster patterns, hours, allowances and obvious anomalies.

• Resolve routine discrepancies or promptly escape exceptions to the Australian Payroll team.

Employee Records

• Create and maintain accurate employee records and supporting documentation.

• Process approved changes to employee details and retain records in line with organisational requirements.

• Complete quality checks and protect personal and payroll information at all times.

Payroll Queries

• Respond professionally to basic payroll questions from employees through approved channels.

• Provide factual updates based on approved information and avoid interpreting complex entitlement matters.

• Recognise non-routine, sensitive or high-risk matters and recognise them without delay.

Month-End Reporting

• Export payroll data into Excel and format reports for review.

• Perform completeness and reasonableness checks before submitting reports to the Payroll team.

SharePoint and Records

• Use Microsoft SharePoint to store, retrieve and maintain controlled payroll documentation.

• Follow naming, version control, access and retention requirements.

GENERAL RESPONSIBILITIES

• Meet payroll calendars, cut-off times and agreed service expectations.

• Follow organisational procedures, approval controls, privacy requirements and information security practices.

• Maintain clear work records, task status updates and supporting evidence for review or audit.

• Participate in training, team meetings, process documentation and continuous improvement activities.

• Support system or process upgrades by testing, documenting issues and adopting approved changes.

• Undertake other reasonable payroll or administration duties within the position's capability and scope.

QUALIFICATIONS

• Bachelor's degree in Accounting or a related field.

• Demonstrated experience in Australian payroll administration, high-volume data entry, or a closely related administrative role is required.

• Payroll or workforce administration experience in construction, EPC, energy, oil and gas, mining, or contracting.

• Experience with COINS, iChris, or a comparable payroll, HR, or construction ERP system.

• Competence in Microsoft 365, particularly Excel, Outlook, Word, and SharePoint.