Job Specification: Workforce & Business Insights (WBI) Administrator Location: [Hybrid] Offices at 85/86 Grafton Street, Dublin 2 Reports to: WBI Department Lead : Director or HR Department: Workforce Business Intelligence Term: Four (4) month Fixed Term Contract initially to be reviewed on completion Role Purpose The WBI Administrator plays a key role in supporting operational excellence by ensuring accurate time management, payroll readiness, and high-quality reporting for assigned clients.The following information aims to provide potential candidates with a better understanding of the requirements for this role.This role requires strong analytical skills, exceptional attention to detail, and the ability to interpret business needs on a daily, weekly, and monthly basis.The successful candidate will be required to become an expert user of the Kaizen Time Management System and will support both internal teams and clients through data accuracy, payroll administration, and financial reporting.Core Duties and Responsibilities Operational & System Expertise Develop a strong understanding of business requirements daily, weekly, and monthly, ensuring clear interpretation of operational needs and client-specific expectations.Become an expert in all aspects of the Kaizen Time Management System, collaborating with the developer to identify bugs, enhancement opportunities, and new development features.Add new colleagues to the system as they join the business, ensuring data accuracy and compliance with payroll standards.Timesheet & Payroll Administration Own the end-to-end timesheet process for assigned clients, including: Preparation of Wednesday, Friday, and Monday timesheets.Coordination with client managers to obtain approved timesheets.Processing and validating adjustments.Ensuring all adjustments are accurately completed in the system for correct payroll reporting.Saving and tracking all documentation to support audit readiness and address any queries.Research and resolve all pay queries from colleagues, ensuring timely and accurate adjustments.Liaise with client supervisors and account managers on shift or pay changes and update systems accordingly.Support finance and payroll teams by ensuring timesheet accuracy, alignment with pay rules, reconciliation of hours, and readiness for payroll processing cycles.Assist with finance administration tasks such as verifying labour cost data, ensuring correct cost allocations, and supporting month-end processes where required.Reporting & Insights Accountable for subsequent weekly, monthly, and annual reporting for assigned clients, including but not limited to: Financial Dashboards Labour Turnover Reports Absence Reporting People Scorecards Continuously explore new ways to enhance reporting for clients, improving usability, clarity, and strategic value.Drive innovation in report presentation, staying current with emerging technologies, data visualisation trends, and automation opportunities.Task & Time Management As a WBI colleague, you will be expected to understand your desk, which includes: Understanding the workflow of each week and planning workload accordingly.Maintaining system accuracy to ensure all reports and payroll outputs are correct.Understanding the unique requirements of each client to ensure processes are communicated and executed appropriately.Accurately estimating time commitments for each report and task to deliver all outputs on time and to the required standard.Highlighting any challenges or delays to the WBI Manager within 2448 hours so the leadership team can provide support.Additional Responsibilities Undertake any additional reasonable tasks assigned by the WBI Manager in line with business needs.Skills, Knowledge & Experience Essential Strong understanding of payroll processes and time/attendance systems.Experience in finance administration, including labour cost reporting, reconciliations, and payroll preparation support.High proficiency in data entry, validation, and accuracy-focused tasks.Strong analytical abilities and intermediate to advanced Excel skills.Excellent organisational and time-management skills.Ability to communicate effectively with internal stakeholders, client managers, and colleagues at all levels.High attention to detail and the ability to manage multiple tasks in fast-paced environments.Desirable Experience with the Kaizen Time Management System or similar workforce management tools.Previous experience producing dashboards or people analytics reports.
xsokbrcExposure to HR, payroll, or financial operations within a multi-site environment.