The Payroll & HR Executive is responsible for supporting and administering accurate and timely monthly payroll processing for employees in Malaysia and Singapore. The role will also provide general HR operational support, maintain employee records, assist with statutory compliance, and prepare payroll-related reports for Management and Finance.
The position requires strong attention to detail, confidentiality and the ability to manage monthly payroll deadlines effectively.
Key Responsibilities
Payroll Administration
- Process end-to-end monthly payroll for Malaysia and Singapore.
- Calculate and process salaries, allowances, overtime, commissions, bonuses, deductions, unpaid leave and final salary payments.
- Review payroll information to ensure accuracy before salary payments are released.
- Prepare payroll bank files and coordinate with Finance for timely salary payments.
- Process payroll for new joiners, resignations, terminations and other employee movements.
- Respond to employee payroll queries and resolve discrepancies promptly.
- Maintain accurate and confidential payroll records and supporting documents.
Statutory Compliance
- Prepare and submit Malaysia statutory contributions, including EPF, SOCSO, EIS, PCB and HRD Corp.
- Process Singapore statutory requirements, including CPF contributions and relevant payroll or tax reporting.
- Ensure statutory payments and submissions are completed accurately and within the required deadlines.
- Keep updated on changes to payroll-related legislation, statutory rates and regulatory requirements.
- Coordinate with external payroll vendors for regional or overseas payroll where applicable.
Payroll Reporting and Reconciliation
- Prepare monthly payroll reports for Management and Finance, including:
- Total payroll cost
- Headcount movement
- Employer statutory contributions
- Month-on-month payroll variance
- Department or cost-centre breakdown
- Reconcile payroll reports against bank payment files, statutory submissions, payroll journals and employee records.
- Investigate and resolve payroll variances or reconciliation differences.
- Support payroll budgeting, forecasting and audit requirements.
HR Operations Support
- Maintain and update employee information in the HR and payroll systems.
- Prepare payroll-related letters, confirmations and employee documentation when required.
- Support employee onboarding and offboarding administration.
- Assist with leave, attendance and employee data administration.
- Support internal and external audits by preparing the required payroll and HR documents.
- Assist in reviewing and improving payroll procedures, controls and work processes.
- Provide general HR operational support where required.
Requirements
- Diploma or Degree in Human Resources, Finance, Accounting, Business Administration or a related field.
- Three to five years of hands-on payroll and HR operations experience.
- Strong working experience in Malaysia payroll and statutory requirements.
- Experience supporting or processing Singapore payroll is required.
- Regional or multi-country payroll exposure will be an added advantage.
- Good understanding of EPF, SOCSO, EIS, PCB, HRD Corp and CPF requirements.
- Proficient in Microsoft Excel, including formulas, reconciliations and payroll reporting.
- Experience using payroll or HR information systems.
- Strong numerical accuracy and attention to detail.
- Well-organised and able to manage strict monthly deadlines.
- Good communication and problem-solving skills.
- High level of integrity, discretion and confidentiality.