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.