Payroll Executive

**Key Responsibilities and Duties**:
**1. Payroll Processing**
- Handling E2E payroll processing activities including computing wages, bonus, allowances,overtime, claims, payroll deductions, advance payments, conversion and others.
- Ensuring to receive Timesheet, Attendance summary and other attendance record in timely manner.
- Ensure all payroll transactions are processed and delivered.
- Prepare payroll input, payroll report and payroll summary for salary release.
- Generating reports related to payroll expenses, taxes and other payroll-related data.
- Generate payslips and distribute to all employees
- Responding to employees enquiry with concerning to their salary, benefits or taxes as per KPI.
- Prepare tax clearance documents for expatriate associates and follow up their last drawn salary payout and tax deduction.
- Responsible in ensuring the annual EA and Form E accurately and submission on time and ensure all the details are correct before distributing to the associates on yearly basis.
- Liaise with internal, external and government bodies on payroll audit matters.
- Monitoring compliance by ensuring the organization complies with all applicable laws and regulations related to payroll, taxes and benefits.
- Maintaining payroll records in ensuring accurate records of all payroll transactions, including associates earnings, taxes and deductions.
- Processing and performing any other ad-hoc or project payroll related as and when required.

**2. Attendance & Leave Monitoring**
- Monitor attendance records, absenteeism, lateness, and early out punches via HR systems (e.g., iFlexi and FingerTec, etc.).
- Reconcile and verify monthly attendance reports for payroll input. Track and update employee annual, medical, unpaid, and emergency leave balances.
- Flag habitual absenteeism or late-coming for disciplinary follow-up.

**3. Disciplinary & Grievance Support**
- Prepare and maintain disciplinary case records.
- Support investigations, collect statements, and generate disciplinary hearing documents under the guidance of HR Manager.
- Record warnings, suspensions, and final outcomes in employee files.

**4. Exit & Clearance Process**
- Coordinate employee resignation, termination, and retirement processes.
- Schedule and conduct exit interviews; collect IDs, tools, and documents as part of clearance.
- Submit final payroll inputs, including unpaid leave, notice-in-lieu, and encashment as needed.
- Ensure employment cessation notices are submitted to relevant statutory bodies.

**5. Monthly Reporting & HR Analytics**
- Prepare HR reports including headcount, turnover, leave utilization, absenteeism, disciplinary cases, and training summary for management.
- Assist in compiling data for Labour Department, JTK, and auditor reporting.

**6. Internal Audit & Compliance Preparation**
- Assist in documentation preparation for Labour Department visits, RBA audits, customer audits, and ISO reviews.
- Conduct monthly mini internal HR audits (e.g., personal file completeness, contract expiry).
- Ensure sensitive data is controlled and protected per audit and confidentiality requirements.

**7. HR System & Admin Support**
- Act as first-level support for HR system-related issues (time attendance errors, user access).
- Update organization chart, contact list, and HR notice boards.
- Assist in HR events and awareness programs such as festive celebrations, employee birthdays, and CSR activities.8Miscellaneous HR Functions
- Assist with accommodation audits, food arrangements for foreign workers, and reporting of dormitory incidents.

**Qualification / Knowledge / Skills Requirements**:

- Diploma or Bachelor's Degree in Human Resource Management / Accounting or a related field.
- At least 2 year(s) of working experience in the related field is required for this position.
- Good working knowledge of Malaysian Labour Law, Employment Act 1955, Industrial Relations Act,and current HR best practices.
- Familiar with compliance standards including payroll documentation, statutory contributions (EPF, SOCSO, EIS), and audit trail requirements.
- Proficient in HR software systems and Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong communication and interpersonal skills to interact with internal teams, government agencies, and foreign workers.
- Meticulous and detail-oriented, with strong organizational and time management skills.
- Ability to handle confidential information with integrity and professionalism.
- Multilingual capability is an added advantage (e.g., English, Bahasa Malaysia, Mandarin and Nepali or Hindi).

**Authority**:

- Maintain and manage the fingerprint attendance system, ensuring accurate timekeeping record is in compliance with audit requirements.
- Perform salary calculation for employees with full compliance to wage protection regulations.
- Support internal and external HR audits by maintaining complete, accurate, and accessible employee files and HR records.
- Facilitate briefings and on bo