Timesheet and Workforce Compliance Coordinator for a Workforce and Staffing Solutions Provider in Australia (Homebased Part Time)

Client Information

A trusted workforce and staffing provider, supporting businesses across Australia with permanent, contract, temporary, and emergency staffing solutions.

With experience in fast-paced, people-focused industries, it connects organizations with skilled professionals while providing reliable and high-quality workforce support.

Job Description

TIMESHEET VERIFICATION (70%)

• Verify weekly shift hours via the company’s ENTIRE FINANCE platform and ensure accurate confirmation and uploading for processing by the external payroll manager

• Regularly confer with the Scheduling and Onboarding team to ensure all shifts meet industry requirements and compliance standards

• Ensure timesheet hours are correct and employee qualifications are matched to the appropriate pay levels

• Investigate timesheet discrepancies and attendance issues with the Scheduling team before payroll confirmation

• Maintain accurate records and reporting

• Support scheduling with timesheet-related matters as required

• Maintain client and employee records, including updates to rate tables, annual reviews, and industry award changes

• Develop and present progress reports to monitor team revenue targets

COMPLIANCE (30%)

Qualifications and Certification

• Ensure onboarding care staff have uploaded all mandatory qualifications and certifications for compliance

• Track certifications via the ENTIRE HR platform (AHPRA, police checks, NDIS screening, CPR and First Aid, vaccinations, etc.)

Send reminders and follow up on expiring or lapsed documents

Visa & Work Entitlement Compliance

• Monitor visa conditions and ensure staff do not exceed work limitations

• Maintain accurate records of visa types, expiry dates, and allowable work hours

• Flag potential breaches and coordinate with Scheduling to adjust rosters

• Workforce Monitoring & Reporting

• Prepare weekly and monthly workforce compliance reports for management

• Identify risks and trends such as visa breaches or certification gaps

Audit & Quality Assurance

• Prepare documentation for external audits (AHPRA, NDIS, aged care, or agency accreditation)

• Recommend improvements to compliance processes and documentation

Stakeholder Support

• Support onboarding for Scheduling and Recruitment teams by assisting new applicants through the onboarding-to-placement process

• Communicate regularly with staff regarding required documents and compliance requirements

Must Haves

• Timesheet Management: at least 2–3 years of experience and strong ability with validating, approving, and reconciling timesheet data
• Payroll Preparation: demonstrated experience in the administration and preparation of a payroll cycle including confirming contractor shift hours and pay/charge out rates,
calculating overtime, breaks and any other deductions.
• Technical Skills: Practical understanding and experience in timesheet monitoring.
• Time Management: Proven time management strength to work naturally within strict, non-negotiable deadlines and timeframes.

Critical Skills:
• High Numeracy & Accuracy: Strong mathematical ability and high attention to detail is essential to ensure employees are paid correctly every cycle and clients are charged
correctly.
• Time Management: The ability to work efficiently under pressure and meet fixed, strict deadlines will be critical.
• Outstanding written and verbal communication skills: this position relies on the individual’s ability to build excellent working relationships with company clients, candidates, external accounts payable teams, internal scheduling team members and other stakeholders to perform the duties effectively. Excellent client engagement skills will be essential to ensure payroll and timesheet matters can be resolved easily and discrepancies can be handled with sensitivity professionalism and confidentiality

Behavioural Traits:
• Naturally inclined to problem solve, and bring a strong resolution, solutions-focused approach.
• Professionalism and accountability.
• Ability to work openly and collaboratively in a small team environment.
• Calm under pressure.
• Excellent verbal communication skills with clients, candidates and employees.

Nice to Haves

• Compliance: Experience in or ability to interpret and apply Modern Awards or Enterprise Agreements, with experience in Australian industrial Awards in Australia (ie Clerks Award, Nursing Award Aged Care Award) being a major advantage.
• While university qualifications are not mandatory, individuals with relevant vocational studies in accounting, bookkeeping and payroll processing will be highly regarded

Home Office Requirements

Please only apply for this role if you have the following home office requirements:

· Perfectly working headset and webcam
· Stable internet connection of at least 25 Mbps ~ 50 Mbps
· Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later
· Quiet room with no distractions or background noises
· A backup plan if the power goes out or if your internet connection becomes unstable during your shift

Only applicants meeting the strict criteria above will be contacted.