Payroll Officer

Job Description

About Us:

Outsourced is a leading Philippines outsourcing company providing dedicated remote staff and offshore staffing services. We specialise in providing staff of the highest quality who will continue to exceed your expectations and provide benchmark offshore solutions to your business. With Outsourced you can scale your organisation quickly, easily and cost effectively with dedicated remote staff based in our modern offices in Manila.

About The Client

An established Australian repair and maintenance business supporting the mining and heavy equipment sectors. Established in 1993, the company operates workshops in Mackay and Dysart and provides heavy equipment repairs, component rebuilds, fabrication, blast and paint, field service, labour hire and OEM services across Queensland and New South Wales.

With a large operational workforce working across workshops, field service and client sites, accurate and timely timesheet processing is an important part of the company's payroll and financial operations.

Position Overview

We are seeking a highly organised and detail-oriented Payroll Officer to support the business with high-volume timesheet processing and broader payroll administration.

The primary responsibility of this position will be the accurate and efficient entry of approximately 300 employee timesheets per week, or around 60 timesheets per day. The role will initially focus heavily on timesheet entry, with the opportunity to take on additional payroll and finance administration responsibilities as proficiency and confidence develop.

The successful candidate will be comfortable working with repetitive, high-volume data entry while maintaining a very high level of accuracy. They will also have strong attention to detail and the ability to identify discrepancies or missing information before payroll processing.

Key Responsibilities2. Timesheet Accuracy & Productivity

• Timesheet Processing
• Enter approximately 300 employee timesheets per week into the company's payroll/timekeeping system.
• Process approximately 60 timesheets per day, with Monday typically being the highest-volume day due to Saturday and Sunday timesheets.
• Review timesheets for completeness, accuracy and appropriate coding before entry.
• Accurately transfer information from submitted timesheets into Accentis.
• Ensure employee hours, dates, job codes, cost centres and other relevant information are entered correctly.
• Identify missing, inconsistent or unusual information and escalate queries to the appropriate person.
• Follow established processes and controls to ensure timesheets are processed consistently.
• Maintain confidentiality when handling employee payroll and employment information.
• Complete timesheet processing within agreed daily and weekly deadlines.
  
  

The role will be measured against clear productivity and accuracy benchmarks.

Timesheet Processing Time

• Under 3 minutes per timesheet: Excellent
• 3–5 minutes per timesheet: Acceptable
• Over 5 minutes per timesheet: Requires improvement
  
  

Once fully competent, the expectation is that the role can manage the daily timesheet workload efficiently while maintaining accuracy.

Accuracy Standards

• 98–100%: Excellent / ideal standard
• 95–97%: Acceptable corporate benchmark
• Below 95%: Requires improvement
  
  

The successful candidate should demonstrate a strong balance between speed and accuracy, recognising that payroll data must be processed efficiently without compromising data integrity. 4. Subcontractor Timesheets & Items Once proficient in core timesheet processing, the position will progressively take responsibility for:5. Leave Administration

• Timesheet Validation & Issue Resolution
• Check submitted timesheets for missing information, incorrect hours or inconsistencies.
• Identify potential duplicate, incomplete or incorrectly entered timesheets.
• Follow up with relevant internal stakeholders when clarification is required.
• Escalate payroll discrepancies that cannot be resolved independently.
• Maintain a clear record of outstanding timesheet queries.
• Support the payroll team in ensuring all approved timesheets are processed before payroll deadlines.
• Processing subcontractor timesheets.
• Entering and maintaining subcontractor-related information.
• Processing subcontractor items and associated documentation.
• Checking subcontractor submissions for completeness and accuracy.
• Escalating discrepancies or missing approvals.
• Assisting with reconciliation and record keeping where required.
  
  

As The Role Develops, Responsibilities Will Include

• Entering employee leave into the relevant system.
• Processing approved annual leave, personal leave and other leave types.
• Checking leave requests against supporting documentation and approvals.
• Ensuring leave records are accurately maintained.
• Identifying discrepancies between leave requests and timesheets.
• Escalating exceptions to the relevant manager or payroll contact.
  
  

6. Purchase Order Administration

The Payroll Officer may also provide basic administrative support for ad-hoc purchasing and purchase orders, including:

• Creating purchase orders based on approved requests.
• Entering supplier and purchase information accurately.
• Checking required information before processing.
• Maintaining purchase order records.
• Following up on missing information or approvals.
• Supporting the finance team with basic purchasing administration when required.
  
  

7. General Payroll & Finance Administration

As capability increases, the successful candidate may be assigned additional administrative responsibilities, including:

• Maintaining accurate payroll and employee records.
• Assisting with payroll-related data reconciliation.
• Supporting payroll reporting and administration.
• Assisting with data entry and document management.
• Maintaining organised electronic records.
• Providing general administrative support to the finance/payroll team.
• Identifying opportunities to improve data-entry processes and reduce errors.
  
  

Key Performance Indicators

Performance Will Primarily Be Measured Against

Timesheet Productivity

• Average processing time of 3–5 minutes or less per timesheet once fully trained.
• Ability to consistently manage approximately 60 timesheets per day.
• Ability to manage higher-volume Mondays effectively.
  
  

Accuracy

• Target accuracy of 98–100%.
• Minimum acceptable benchmark of 95%.
• Consistent identification and escalation of discrepancies.
  
  

Timeliness

• Timesheets processed within required payroll deadlines.
• Minimal outstanding or unprocessed timesheets.
• Prompt escalation of missing or incomplete information.
  
  

Quality & Process Compliance

• Consistent adherence to established payroll procedures.
• Accurate use of Accentis and related systems.
• Strong confidentiality and data-handling practices.
• Reliable documentation and record keeping.
  
  

Required Skills & Experience

• Previous experience in payroll administration, timesheet processing, finance administration, accounts administration or high-volume data entry.
• Strong numerical and data-entry skills.
• Excellent attention to detail.
• Ability to work accurately with repetitive, high-volume tasks.
• Experience working with payroll, accounting or ERP systems is highly desirable.
• Experience with Accentis would be an advantage but is not essential if the candidate has experience with comparable systems.
• Strong Microsoft Excel skills, including basic formulas, sorting, filtering and data validation.
• Ability to identify discrepancies and investigate information rather than simply entering data.
• Strong written and verbal communication skills.
• Ability to work independently while knowing when to escalate an issue.
• Strong organisational and time-management skills.
• High level of confidentiality and integrity when handling employee information.
  
  

Personal Attributes

The Ideal Candidate Will Be

• Highly detail-oriented – small data-entry errors can have a direct impact on payroll.
• Process-driven – comfortable following established procedures and controls.
• Fast and accurate – able to work efficiently without sacrificing quality.
• Reliable – payroll deadlines are time-sensitive and non-negotiable.
• Proactive – able to identify missing information and follow up rather than allowing issues to remain unresolved.
• Comfortable with volume – able to maintain concentration when processing large numbers of timesheets.
• Accountable – takes ownership of the accuracy and completeness of their work.
• Adaptable – willing to take on additional payroll and finance responsibilities as competency develops.
  
  

Working Environment

This position will support a busy operational business where employees work across workshops, field service and heavy equipment environments. The company places strong emphasis on safety, quality, ownership, collaboration and execution.

The Payroll Officer will therefore need to be comfortable working with information generated by a distributed operational workforce and understand that accurate timesheet processing directly supports payroll accuracy, job costing and financial administration.

Initial Focus & Role Progression

Phase 1 – Core Timesheet Processing

The initial focus will be on becoming fully competent in:

• Timesheet entry
• Accentis data entry
• Timesheet validation
• Error identification
• Daily volume management
• Meeting productivity and accuracy targets
  
  

Phase 2 – Expanded Administration

Once consistently meeting the required timesheet standards, responsibilities can expand to:

• Subcontractor timesheets
• Subcontractor items
• Leave entry
• Ad-hoc purchase orders
• Additional payroll administration
• General finance administration
  
  

Work Schedule:

Monday to Friday, 6:00 AM - 3:00 PM PHT

Work Setup

Home-based

Note

As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.

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