Admin Controller - Systems (Day 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 Ahoc 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