HR Administrator/Quality Assurance

Job Title: HR Administrator

Location: South Africa

Job Type: Full-Time, Remote

Working Hours: SAST (10am-9pm)

Salary: South African Rand (ZAR)

The HR Administrator is responsible for providing administrative support across the contractor and employee lifecycle, with a primary focus on onboarding, contract administration, recruitment coordination, HR record management, and interview scheduling.

This role is instrumental in ensuring all HR and recruitment processes are completed accurately, efficiently, and in accordance with company procedures. Working closely with the HR Manager, Recruitment Team, Account Managers, Operations Team, and clients, the HR Administrator will coordinate onboarding activities, maintain HR systems and databases, support recruitment administration, and ensure a seamless experience for both candidates and contractors.

Contractor Onboarding & Contract Administration

Ensure all information required for contract generation is accurate and complete, including:

• Start dates
• Salary and remuneration details
• Client billing rates
• Paid Time Off (PTO) allocations
• Full-time or Part-time status
• Equipment requirements
• Assist with contract amendments, queries, addendums, and contractual updates where applicable

HR Administration

• Maintain accurate employee and contractor records across all HR systems.
• Add all new contractors to the Employee Database and update records as required.
• Maintain termination records and ensure contractor databases remain accurate and up to date.
• Update monthly new hire reports and HR tracking documents.
• Assist with payroll preparation sheet by ensuring new starter information is complete before payroll deadlines.
• Monitor probation review dates where applicable.
• Maintain HR files and ensure all documentation is complete, organised, and compliant.
• Maintain equipment allocation records for contractors.
• Ensure confidentiality of all employee, contractor, and company information.
• Preparation of increase, promotion and confirmation letters for contractors.

Recruitment Administration & Interview Coordination

• Monitor recruitment channels and interview feedback to ensure all successful hires are captured and progressed through the onboarding process.
• Prepare candidates for interviews by providing interview guidance, confirming role details, explaining interview expectations, and ensuring they are fully prepared.
• Coordinate and schedule interviews between candidates, clients, recruiters, and Account Managers.
• Manage interview calendars, send interview invitations, confirmations, reminders, and follow-up communications.
• Liaise with clients, candidates, recruiters, and Account Managers to coordinate interview availability and reschedule interviews when necessary.
• Assist with updating and maintaining the Recruitment Tracker.
• Upload and maintain criminal background checks and recruitment documentation.
• Maintain accurate recruitment records and provide administrative support throughout the recruitment process.
• Assist the HR Manager and Recruitment Team with additional recruitment administration as required.

Equipment & New Starter Coordination

• Coordinate with the Operations Team regarding equipment requirements for all new contractors.
• Ensure equipment requests are submitted accurately and within required timelines
• Assist with equipment recovery and tracking during contractor offboarding.
• Exit interviews/offboarding

HR Systems & Data Management

• Maintain accurate information across all HR systems, databases, and trackers.
• Ensure employee and contractor data is accurate, complete, and regularly updated.
• Assist with HR reporting and monthly administrative reporting requirements.
• Support HR audits by maintaining organised and compliant documentation.
• Identify discrepancies in HR records and resolve them promptly.

General HR Support

• Provide administrative support to the HR Manager.
• Assist with implementing and maintaining HR policies, procedures, and Standard Operating Procedures (SOPs).
• Build positive working relationships with internal teams, contractors, and clients.
• Ensure a high level of professionalism, confidentiality, and customer service in all interactions.
• Perform any other reasonable HR administrative duties as assigned.

Essential

• Diploma or Degree in Human Resources, Business Administration, or a related field.
• Minimum of 2 years' experience in an HR Administration, Recruitment Administration, or Human Resources support role.
• Strong proficiency in CRMs, Google Docs, ATS
• Experience maintaining HR databases and employee records.
• Experience coordinating onboarding and recruitment administration.
• Excellent organisational, communication, and time management skills.

Advantageous

• Experience working with remote teams or international organisations.
• Experience using Applicant Tracking Systems (ATS) and HR Information Systems (HRIS).
• Experience with platforms such as Workable, Zoho CRM, or similar HR and recruitment systems.
• Experience supporting independent contractors or distributed workforces.