Admin Controller - Systems (Night Shift)

Job Purpose

• Responsible for the effective administration, maintenance, and governance of the BestTime workforce management system. The role ensures that user access is appropriately managed, system data integrity is maintained, and management reporting is accurate, timely, and aligned with business requirements. The incumbent serves as the primary point of contact for BestTime administration, user support, and system-related controls.

Administration within the warehouse departments.

Key Responsibilities

User Administration & Access Management

• Create, modify, and deactivate BestTime user profiles in accordance with approved authorization requests
• Assign user roles, permissions, and access rights based on job responsibilities and segregation of duties principles
• Ensure appropriate access levels are maintained and reviewed regularly
• Conduct periodic user access audits and remove unauthorized or inactive users.
• Support employee onboarding, transfers, promotions, and exits by updating system access accordingly.
• Maintain accurate records of all system access changes and approvals.

System Management & Governance

• Maintain the overall integrity and accuracy of user information within BestTime
• Configure and maintain organisational structures, reporting lines, departments, cost centres, and locations where applicable
• Ensure adherence to company policies, procedures, and system governance standards.
• Identify and escalate system-related risks, discrepancies, or control weaknesses.
• Assist with system testing and validation during upgrades, enhancements, or process changes

Reporting & Data Analysis

• Generate standard and ad hoc BestTime reports for management, HR, Payroll, and operational stakeholders
• Produce reports on attendance, absenteeism, overtime, scheduling, leave, and workforce utilization
• Validate report accuracy and investigate discrepancies before distribution
• Develop recurring reporting schedules and dashboards to support decision-making
• Analyse workforce data and provide insights and trends where required
• Ensure confidential handling of employee data and compliance with data privacy requirements.

User Support & Training

• Serve as the first-line support contact for BestTime system queries and troubleshooting
• Assist users with login issues, access problems, and basic system navigation
• Provide guidance and training to managers and employees on system functionality and processes.
• Develop and maintain user guides, standard operating procedures, and training materials.
• Liaise with IT teams and system vendors to resolve escalated technical issues.

Compliance & Audit Support

• Ensure compliance with internal controls, audit requirements, and company policies.
• Maintain documentation supporting user access approvals and system changes.
• Support internal and external audits by providing required reports and evidence.
• Monitor system usage and identify potential compliance risks or irregular activity.

KPIs

• User profiles created and maintained within agreed service levels.
• Accuracy of user access assignments.
• Timely completion of access reviews and audits
• Accuracy and timeliness of management reports
• Resolution time for system-related user queries
• Compliance with audit and governance requirements
• Data integrity and reporting accuracy levels
• Stakeholder satisfaction with system support and administration

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• Administration within the warehouse departments where required

Key Relationship

Internal

• HR
• Line Managers & Supervisors
• Payroll
• IT
• Executive Management
• Operations Teams
• Internal Audit

External

• BesTime System Vendor
• External Consultants
• External Auditors
• Support Partners

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Grade 12 / Matric.
• Diploma or Degree in Human Resources, Information Systems, Business Administration, or related field.
• Experience working with workforce management, time and attendance, or HR systems
• Minimum 3-5 years' experience in system administration, HR administration, workforce management, or a related role
• Experience managing user access and permissions
• Experience generating and analysing operational reports
• Experience supporting multiple stakeholders across the business

Skills and Competencies

Knowledge

• Workforce management and time & attendance processes.
• User access management and system controls
• HR and payroll processes.
• Data privacy and confidentiality requirements.
• Reporting and analytical techniques
• Internal control and audit requirements.

Technical Knowledge

• System Administration
• Access Management
• Data Analysis
• Reporting and Dashboard Management
• Microsoft Excel
• Data Integrity Management

Skills

• Verbal and written communication
• Computer literacy SAP MM and BW and MS Office and especially proficiency in Excel.
• Report writing
• Interpersonal.
• Logical thinking
• Analytical thinking
• Presentation.
• Numeracy.
• Organisational awareness

Attributes

• Attention to Detail
• Analytical Thinking
• Problem Solving
• Accountability
• Customer Service Orientation
• Planning and Organising
• Communication Skills
• Confidentiality and Integrity
• Stakeholder Management Creative
• Proactive
• Attention to detail.
• Deadline driven
• Able to interact at all levels of the organisation
• Able to plan ahead and manage time
• Able to prioritise
• Able to create a positive team environment