Main Purpose: The HCM Admin Controller is responsible for maintaining effective document control practices within the Human Capital Management (HCM) function. In addition, the role provides administrative and operational support to the Marketing and Communications department as and when required, contributing to effective internal and external communication initiatives.

Key Performance Areas:

Document Control and Records Management

• Ensure that that all employee-related documentation, correspondence, and records are accurately captured, securely stored, and efficiently managed in line with established document control procedures, statutory requirements, and company policies.
• Review, verify, and manage employee documentation stored on the HR internal drive to ensure compliance with document control standards.
• Rename and format documents according to the prescribed naming conventions prior to uploading to Sage 300.
• Upload, maintain, and update employee documentation on Sage 300, ensuring accuracy, completeness, and version control.
• Utilise and maintain document control and review checklists to confirm that all required employee records are correctly uploaded and available.
• Create, maintain, file, and regularly audit employee personnel files (both electronic and physical where applicable).
• Ensure that confidential employee information is handled, stored, and accessed in line with POPIA and company data protection policies.
• Identify records that are due for archiving, off-site storage, preservation, or disposal, in line with approved retention schedules and procedures.
• Support internal and external audits by ensuring that documentation is readily available and compliant with audit requirements.

Marketing and Communications Support

• Provide administrative and operational support to the Marketing and Communications department as required.
• Assist with the compilation, formatting, and distribution of mass email communications to employees and stakeholders.
• Compile and distribute company-wide WhatsApp communications, ensuring messaging accuracy and consistency.
• Support the planning, coordination, and execution of corporate events, exhibitions, and company functions.
• Assist with logistical arrangements related to marketing campaigns, internal communication initiatives, and corporate branding events.
• Any other job-related duties as required from time to time.

Competencies/skills:

• Strong ability to plan, organise, and prioritise multiple tasks effectively.
• Excellent time management skills with the ability to meet deadlines in a fast-paced environment.
• Ability to work under pressure while maintaining accuracy and attention to detail.
• Capable of working independently with minimal supervision, as well as collaboratively within a team.
• Results-driven and proactive, with a strong sense of accountability.
• Effective written and verbal communication skills across all levels of the organisation.
• High level of attention to detail, particularly with confidential documentation and data management.
• Highly motivated, energetic, and committed to continuous improvement.

Preferred Requirements:

• Grade 12/N3.
• 3 Years’ experience in a Document Control or administrative role.
• Experience working on SAP will be advantageous.
• Previous experience in HR administration or a corporate environment will be beneficial.
• Knowledge and practical experience of document management systems and document control processes.
• Computer literate (MS Office suite).