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Job Description
Role: Associate Specialist
reports to: Team Lead (or above)
Group: Professional Admin Center
Job Objective
Within the scope of the branches assigned to him, the Professional ensures that 100% of the hours reported to him by the branch are recorded in time in the timesheet processing. This includes checking, adjusting and approving the time portal as well as billing timesheets/customer journals, including all allowances, bonuses, etc., in SAP. All critical alerts are processed daily and non-critical alerts weekly, and corresponding feedback is given to the branch. The Professional performs timely file checks of all departing employees and performs file checks of all current employees at regular intervals – at least once a year. As part of the process audit system, days with faultless or at-fault absence, unpaid leave, and undocumented days are checked. He supports the branch in complying with/optimizing the processes relevant to the Admin Center. As part of process optimization, the Professional holds regular discussions with the Specialist about all deviations from the standard defined operational processes and specifications. The deviations are tracked jointly with the Specialist and documented in the monthly quality assurance. All tasks must be carried out according to the process guide.
Key Performance Indicator (KPI)
Support ratio according to guideline / productivity
Correction ratio of time sheets
weekly/monthly delay of timesheet input
file checks in time
alert processing in time
Follow Ups
Professional and timely feedback/response to branch inquiries
Responsibilities and Main Tasks
1. Checking, adjusting and approving the time portal/MRP*, including the upload of client-specific timesheets
*The Mein Randstad Portal (MRP) is a comprehensive time management platform.
Consequently, employees on client assignments can record their hours, apply for leave, monitor their vacation and time accounts, and retrieve their payroll documents electronically.
In our daily work, we use the MRP system to check and adjust electronic time records (clock-in and clock-out times), any discrepancies and breaks. In some cases, we also use the reports available within the MRP system to verify the data.
2. Billing of timesheets/client journals including all allowances, bonuses, etc. in SAP
3. Alert processing
*Daily reconciliation of digital employee-related data, files or entries in the scheduling restriction list, timesheet recording, validity dates and customer deployment by the SAP system. In case of discrepancies, an error (alert) list is generated. Depending on the type of error, there is a process guide describing what kind of action has to be taken for each alert. All critical alerts are processed daily and non-critical alerts weekly, and corresponding feedback is given to the branch.
4. File check The Professional performs timely file checks of all departing employees and performs file checks of all current employees at regular intervals – at least once a year. File check is a report that can be generated in SAP. This report compares employee-related data entries with the digital employee file. Any discrepancies are documented in the file check. Depending on the type of error, there is a process guide describing what action to take for each discrepancies.
5. Process optimization
6. Process audit system (Erweiterte Prüfsystematik) As part of the process audit system, days with faultless or at-fault absence, unpaid leave and undocumented days are checked based on manually generated SAP reports. The justification for unpaid time is reviewed for legal compliance.
The results of these reviews are automatically incorporated into a report that is monthly made available to the branches for processing.
7. Corrections in the SAP timesheet
8. Resulting correspondence (by telephone, e-mail, chat, hangout-meets,... ) with branches, colleagues, seldom clients
9. Additional tasks in alignment with Specialist, Expert, Team Coordinator, Team Manager and Admin Center Manager
10. Tasks must be carried out according to the process guide
Requirements Profile
Education: Bachelors in Commerce or MBA Finance
Job Experience: Minimum 3-4 year of commercial professional experience in the similar domain
Technical Competence: Good IT skills, ideally in SAP and Google,
Core Requirements: Business English written and spoken fluently, service orientation, quality awareness, willingness to cooperate, ability to learn, initiative,
affinity for numbers, accuracy, resilience, flexibility, timely and structured work, team spirit, desire for personal responsibility
Additional requirements: holiday freeze during monthly closing ( 5 days ), mandatory attendance in the office during monthly closing, during the onboarding period mandatory attendance for 3 months.
This job description reflects the current situation. Changes to the scope of duties due to operational and/or organizational requirements are expressly reserved.
Shift Timings: 8:30 am to 5:30 pm CET Time. Flexible to work for extended periods during the month end close period.
Is this the job for you? We would love to hear from you! Please apply directly to the role and we will get in touch with you.
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