Executive, Payroll

Roles and Responsibilities

1. Payroll Processing and Administration

• Support the end-to-end monthly payroll process for Malaysia employees under one payroll cycle.
• Prepare, review, and validate payroll inputs, including new hires, resignations, transfers, salary adjustments, allowances, deductions, unpaid leave, overtime, claims, benefits, and other payroll changes.
• Ensure payroll data is complete, accurate, and submitted within the approved payroll timeline.
• Assist in payroll reconciliation, checking of payroll variance reports, and preparation of payroll summaries for review and approval.
• Maintain proper payroll documentation, audit trails, checklists, and supporting records.
• Ensure all payroll activities are performed in accordance with internal controls, approval limits, and company policies.

2. Statutory Compliance and Reporting

• Support statutory submissions and payments for EPF, SOCSO, EIS, PCB/MTD, HRD Corp levy, and other applicable Malaysia payroll-related requirements.
• Ensure employee statutory details are accurately maintained and updated in the payroll system.
• Assist in year-end payroll activities, including EA form preparation, tax reporting support, and related statutory documentation.
• Monitor statutory deadlines and escalate potential compliance risks or discrepancies to the Compensation Specialist.
• Keep updated on basic changes to Malaysia payroll regulations and statutory requirements.

3. Oracle / Work Smartly System Management

• Maintain accurate payroll and employee data in Oracle / Work Smartly.
• Perform payroll data entry, updates, validation, and basic system checks.
• Work with relevant internal stakeholders to resolve payroll system issues, data discrepancies, and employee record inconsistencies.
• Support payroll-related system improvements, testing, process streamlining, and data clean-up exercises where required.
• Ensure payroll information in the system is accurate, secure, and aligned with approved employee records.

4. Claims, Benefits, Leave, and Overtime Support

• Process and validate claims, benefits-related payments, overtime, leave deductions, and other payroll-linked transactions.
• Check supporting documents and approvals before processing payroll-related claims or adjustments.
• Coordinate with employees, line managers, and Human Capital stakeholders to resolve incomplete or inaccurate submissions.
• Ensure claims, overtime, and benefits payments are processed in accordance with company policy and payroll cut-off timelines.
• Maintain records of claims, leave, benefits, and overtime adjustments for audit and reporting purposes.

5. Employee Query Management

• Manage employee payroll queries through the in-house payroll email.
• Respond to employee enquiries on pay slips, salary payments, statutory deductions, claims, benefits, overtime, leave deductions, and tax-related payroll matters.
• Provide timely, professional, and confidential support to employees.
• Escalate complex payroll, statutory, tax, or system matters to the Compensation Specialist or relevant subject matter expert.
• Track recurring payroll queries and support improvement of payroll communication, FAQs, and employee guidance materials.

6. Coordination with Finance, Branch Offices, and Vendors

• Work closely with Finance on payroll reconciliation, payroll cost reporting, journal entries, and payment processing support.
• Coordinate with third-party vendors supporting branch offices, where required, to ensure timely and accurate payroll-related data submission.
• Follow up with relevant stakeholders on outstanding payroll inputs, documents, approvals, and corrections.
• Support payroll-related reporting for management, Finance, audit, and Human Capital requirements.
• Assist in resolving payroll matters involving branch offices, vendors, and employees across Malaysia.

7. Audit, Governance, and Confidentiality

• Support internal and external payroll audits by preparing required documents, reports, and evidence.
• Ensure payroll records are properly maintained and accessible for audit, compliance, and reference purposes.
• Maintain strict confidentiality of employee salary, personal, statutory, and payroll information.
• Adhere to company policies, data protection requirements, payroll governance standards, and approval processes.
• Support the development and improvement of payroll SOPs, process flows, checklists, and trackers.

8. Continuous Improvement and Service Delivery

• Identify opportunities to improve payroll accuracy, employee experience, query response time, and process efficiency.
• Support automation, simplification, and standardization of payroll processes.
• Contribute to a reliable and service-oriented People function.
• Participate in payroll-related projects, system enhancements, and process improvement initiatives as assigned.
• Build payroll knowledge over time and develop the ability to handle increasingly complex payroll matters.

Qualifications Education

• Diploma or Bachelor’s Degree in Human Resource Management, Finance, Accounting, Business Administration, or a related field.

Experience

• 1 to 3 years of experience in payroll, HR operations, shared services, finance administration, or a related function.
• Experience supporting Malaysia payroll is preferred.
• Fresh graduates with strong numerical ability, attention to detail, and willingness to learn may be considered.

Technical Knowledge

• Basic knowledge of Malaysia payroll processes and statutory requirements, including EPF, SOCSO, EIS, PCB/MTD, and HRD Corp levy.
• Familiarity with claims, benefits, leave, overtime, and payroll administration.
• Experience using Oracle / Work Smartly would be an added advantage.
• Proficient in Microsoft Office, especially Microsoft Excel.
• Able to work with payroll reports, employee data, reconciliations, and trackers.

Skills and Competencies

• Strong attention to detail and accuracy.
• Good numerical, analytical, and administrative skills.
• Able to manage confidential information with discretion and integrity.
• Good written and verbal communication skills in English and Bahasa Malaysia.
• Able to respond to employee queries professionally and with a service mindset.
• Organised, structured, and able to follow payroll timelines and checklists.
• Able to work under pressure during payroll cut-off periods.
• Good stakeholder coordination skills with employees, Finance, Human Capital, vendors, and branch office representatives.
• Willing to learn, improve processes, and build payroll technical knowledge.

Personal Attributes

• Responsible, reliable, and accountable.
• Careful, discreet, and trustworthy.
• Calm and resilient when working with deadlines.
• Service-oriented and responsive.
• Comfortable working with data, systems, and detailed processes.
• Collaborative and able to work across functions and locations.
• Positive, proactive, and willing to take ownership of assigned tasks.