Payroll & Admin Officer ( Internal )

On behalf of our client, Manpower Malta is seeking to recruit a Payroll & HR Administration Officer.

Our client is a well-established international organisation seeking a highly organised and detail-oriented professional to join its HR team. The successful candidate will play a pivotal role in managing payroll operations, supporting HR administration processes, and ensuring smooth coordination between employees, management, and international offices. This position requires a proactive individual who can work independently while maintaining the highest standards of accuracy, confidentiality, and service delivery.

Key Responsibilities

Payroll Management & Coordination

• Manage end-to-end payroll processes, ensuring accuracy and timely execution of payroll runs.
• Generate payroll reports and address payroll-related queries, discrepancies, and payslip issues.
• Onboard new employees onto payroll systems and establish relevant leave profiles.
• Maintain accurate records of employee leave, including maternity, emergency, unpaid, and other designated leave categories.
• Calculate final settlements, outstanding leave balances, and termination payments, communicating relevant information to management.
• Prepare and submit year-end payroll documentation and support external audits by responding to requests and providing necessary records.
• Maintain payroll data integrity and ensure compliance with applicable employment legislation and company policies.

HR Administration

• Maintain and update employee records, ensuring the accuracy of personal information, employment documentation, and banking details.
• Prepare employment-related documentation, including contract amendments, salary revisions, promotions, and role changes.
• Coordinate onboarding administration and distribute company policies and documentation to new employees.
• Provide guidance and support to employees and managers on HR policies, procedures, and administrative processes.
• Process various employee leave applications and HR requests in accordance with company policies and legal requirements.
• Complete statutory reporting requirements and assist with regulatory submissions where required.
• Support internal initiatives, audits, certifications, and organisational projects related to HR and compliance.
• Manage general administrative duties, including document preparation, filing, scanning, and record management.

Employee Relations & Cross-Office Support

• Foster effective communication between HR, employees, management, and international offices.
• Assist in maintaining consistent HR practices and administrative procedures across multiple locations.
• Support employee relations matters by providing administrative assistance and first-line HR support.
• Collaborate with internal stakeholders to ensure smooth HR operations and employee experience.
• Contribute to wider HR projects and undertake additional duties as required.

Requirements

• Minimum of 2-3 years of experience in payroll administration and HR administration.
• Strong understanding of payroll processes and employment-related administration.
• Knowledge of Maltese employment legislation and regulatory requirements.
• Excellent organisational skills with the ability to manage multiple tasks and deadlines effectively.
• Strong attention to detail and a commitment to accuracy and confidentiality.
• Excellent verbal and written communication skills with a professional and service-oriented approach.
• Good analytical and problem-solving abilities.
• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Ability to prepare reports and interpret payroll and HR-related data.
• Fluency in both Maltese and English, written and spoken.
• Ability to work independently while contributing positively within a team environment.