Payroll & Office Administrator

Moonspin; Cape Town; On-site; ZAR 300,000 - 420,000; Full time

Job summary

Moonspin is seeking a Payroll & Office Administrator in Cape Town to own payroll data processing, maintain accurate financial records, and ensure smooth office operations. You will work closely with the Senior HR Business Partner to ensure timely and accurate payroll, keep employee records up to date, and support onboarding and day-to-day administrative tasks.

Your role involves handling payroll data extraction, validation with a third-party provider, and resolving payroll queries, while also

Qualifications

• Degree or Diploma in HR or Business Administration.
• Experience with payroll processing and HR administration.
• Strong Excel skills for payroll, reconciliation, and reporting.
• Experience working with third-party payroll providers.
• Experience with business online banking systems.
• Excellent attention to detail and confidentiality.

Responsibilities

• Payroll Processing: extract and capture overtime, unpaid leave, new starters, and terminations for monthly payroll input.
• Payroll Validation: submit data to third-party payroll provider and validate reports.
• Employee Records: maintain master files, contracts, and leave records; support onboarding.
• Payroll Queries: first point of contact for payroll and leave questions.
• Bank Reconciliation: reconcile monthly payments with bank statements in Excel.
• Expense Reporting: tag invoices and prepare monthly expense reports for providers.
• Financial Processing: process supplier payments, invoices, credit notes, petty cash, and credit card reconciliations.
• Office Operations: oversee day-to-day operations, safety, inspections and maintenance.
• Office Supplies: manage stationery and grocery purchasing.
• Equipment & IT Coordination: coordinate office hardware and asset tracking with IT.
• Meetings & Access: schedule meetings, book boardrooms, manage visitor access.
• Events: plan and organize internal and on-site events and team activities.

Skills

Payroll processing

Excel skills

HR administration

Office management

Attention to detail

Confidentiality

Communication

English proficiency

Education

Degree or Diploma in HR or Business Administration

Tools

Rippling HRIS

Job description

Moonspin is proud to offer industry-leading Customer Service, Risk/Fraud, and Tech Development services to our international client base. Our expertise lies in delivering world-class multilingual customer support 24/7, maintaining strict Risk/Fraud processes, and developing state of the art technological designs and features.

We hire experienced top talented people which enables us to offer exceptional business services while enjoying a “work hard play hard” engaged environment.

Purpose of the Role:

We're looking for a detail-driven Payroll & Office Administrator to join our team. In this role, you'll take ownership of payroll data processing, keep our financial records accurate and up to date, and make sure our office runs smoothly day to day. You'll work closely with our Senior HR Business Partner, playing a key role in ensuring our people are paid correctly and on time, our finances are well maintained, and our office remains a great place to work.

Responsibilities:

• Payroll Processing: Extract and capture overtime worked, unpaid leave, new starter details, and terminations from Rippling for monthly payroll input, ensuring all data is accurate and submitted on time.
• Payroll Validation: Submit prepared payroll data to our third-party payroll provider and validate the returned report against source data before finalization.
• Employee Records: Maintain accurate and up-to-date employee master files, contract records, and leave records, and support onboarding and onboarding administration.
• Payroll Queries: Act as the first point of contact for employee payroll and leave queries, escalating where needed.
• Bank Reconciliation: Tag and reconcile monthly payments against bank statements in Excel, ensuring all expenses for the month are accounted for and balance.
• Expense Reporting: Tag invoices per expense category and prepare monthly reports for submission to our third-party provider, and support the preparation of projected expense reports used to request operational funding from head office.
• Financial Processing: Process supplier payments, invoices, and credit notes, manage petty cash, and reconcile company credit card records.
• Office Operations: Oversee day-to-day office operations, including facility safety, inspections, and maintenance call-outs.
• Office Supplies: Manage stationery and grocery purchasing for the office, kitchen, and meeting spaces.
• Equipment & IT Coordination: Work with IT on office hardware, equipment setup, and asset management tracking.
• Meetings & Access: Schedule meetings, manage boardroom bookings, and coordinate visitor and contractor access.
• Events: Plan and organize internal and on-site company events, celebrations, and team activities.

Requirements:

• Degree or Diploma in Human Resources or Business Administration.
• Minimum of 3 years' experience in payroll, HR administration, or Office management.
• Strong demonstrable Excel skills — this role is heavily Excel-based across payroll, reconciliation, and reporting.
• Comfortable working with third-party service providers and meeting their formats and deadlines.
• Experience with business online banking systems.
• Exceptional attention to detail, strict confidentiality, and deadline-driven execution.
• Strong verbal and written communication skills.
• South African citizen.

Advantageous:

• Experience with Rippling or a similar HRIS platform.
• Prior exposure to a growing or scaling business environment.

Moonspin is committed to the transformation and redressing of past inequalities. Our employment equity goals will be considered in our selection process.

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