Timekeeping and Payroll Administration Specialist

Job Description

Position Title: Timekeeping and Payroll Administration Specialist

Job Summary

The Timekeeping and Payroll Administration Specialist is responsible for ensuring accurate and timely timekeeping, payroll coordination, payroll inquiry management, and submission of required employee and government-related reports. The role supports payroll accuracy by validating attendance records, resolving timekeeping discrepancies, coordinating with Operations, HR, Payroll, and employees, and maintaining complete and organized payroll documentation. This position also provides administrative support for payroll-related inquiries, statutory report preparation, employee records validation, and coordination with government agencies or internal stakeholders as needed.

Key Responsibilities

Timekeeping Management

• Monitor, review, and validate employee attendance, schedules, overtime, absences, leaves, tardiness, undertime, and shift adjustments.
• Ensure accurate and timely encoding, updating, and correction of timekeeping records in the applicable HRIS, timekeeping, or payroll system.
• Coordinate with Operations, Workforce Management, HR, and employees to resolve attendance discrepancies before payroll cut-off.
• Validate approved overtime, rest day work, holiday work, schedule changes, and leave applications based on company policy and applicable labor requirements.
• Prepare and submit timekeeping reports within prescribed payroll timelines.
• Ensure all timekeeping adjustments are supported by proper documentation and approvals.

Payroll Coordination and Support

• Assist in the preparation and validation of payroll inputs, including attendance data, overtime, deductions, allowances, adjustments, and other payroll-related transactions.
• Coordinate with the Payroll Team to ensure timely submission of complete and accurate payroll data.
• Support payroll processing by checking employee movement, new hire, separation, leave, and adjustment data.
• Help identify payroll errors or inconsistencies and coordinate immediate resolution with concerned teams.
• Maintain payroll-related records, trackers, and supporting documents for audit and compliance purposes.

Payroll Inquiry Handling

• Receive, review, track, and respond to employee payroll inquiries in a timely, professional, and customer-oriented manner.
• Provide clear explanations regarding timekeeping concerns, payroll adjustments, deductions, overtime, holiday pay, leave pay, and other payroll-related matters.
• Escalate complex payroll concerns to the appropriate Payroll, HR, Finance, or Benefits team while ensuring proper follow-through until closure.
• Maintain a payroll inquiry tracker to monitor status, aging, recurring issues, and resolution trends.
• Recommend process improvements to reduce recurring payroll concerns and improve employee experience.

Government and Statutory Reporting

• Support Assist in preparing, validating, and submitting employee-related reports for government agencies such as SSS, PhilHealth, Pag-IBIG, and BIR, as applicable.
• Support the preparation of statutory reports related to employee contributions, loans, remittances, maternity/sickness documentation, employment records, and other government-mandated requirements.
• Coordinate with internal teams and employees to collect missing documents or correct incomplete government records.
• Ensure employee information is accurate and updated for statutory reporting purposes.
• Maintain organized records of government submissions, proof of filing, payment references, and related documentation.

Administrative and Records Management

• Maintain accurate employee payroll and timekeeping files, both physical and electronic, in accordance with company policy and data privacy requirements.
• Prepare regular reports, dashboards, summaries, and trackers related to attendance, payroll concerns, statutory compliance, and pending items.
• Assist in audits, compliance reviews, and internal checks related to payroll, timekeeping, and government reporting.
• Support HR and Payroll projects, process improvements, system clean-up, and data validation activities.
• Perform other administrative tasks that may be assigned from time to time.

Qualifications

Education

Bachelor's degree in human resources, Business Administration, Accounting, Finance, Psychology, or any related course.

Experience At least 1 to 3 years of experience in timekeeping, payroll administration, HR operations, benefits administration, or related HR shared services work.

Experience in a BPO, shared services, or large-scale employee environment is advantage.

Experience handling payroll inquiries and government-related reports is preferred.

Knowledge and Skills

1. Working knowledge of timekeeping, payroll processes, attendance validation, and payroll cut-off requirements.
2. Familiarity with Philippine statutory benefits and government agencies such as SSS, PhilHealth, Pag-IBIG and BIR.
3. Strong attention to detail and accuracy in handling employee data and payroll information.
4. Good analytical, problem-solving, and reconciliation skills.
5. Strong coordination and follow-through skills.
6. Good written and verbal communication skills.
7. Able to handle employee concerns professionally and with confidentiality.
8. Proficient in Microsoft Excel, Google Sheets, HRIS, payroll systems, or timekeeping platforms.

C0mpetencies

• Accuracy and attention to detail
• Customer service orientation
• Confidentiality and integrity
• Sense of urgency
• Accountability and ownership
• Problem-solving mindset
• Process discipline
• Collaboration with HR, Payroll, Operations, and employees

Key Performance

• Indicators Accuracy of timekeeping records submitted for payroll processing
• Timeliness of payroll input submission based on payroll cut-off schedule
• Resolution turnaround time for payroll inquiries
• Reduction of recurring payroll and timekeeping errors
• Completeness and accuracy of government/statutory reports
• Compliance with documentation, approval, and audit requirements
• Employee satisfaction with payroll inquiry handling

Work Conditions

• Must be able to work around payroll cut-off schedules, deadlines, and urgent payroll concerns.
• May be required to coordinate with employees, Operations, HR, Payroll, Finance, and external government agencies.
• Must maintain strict confidentiality in handling employee pay, attendance, and personal information.