Payroll Specialist

About The Role
The Senior Executive, Payroll is entrusted with the accurate and compliant end-to-end payroll processing for approximately 900 employees in Malaysia. This role is the cornerstone for all payroll activities, ensuring timely disbursement, strict adherence to Malaysian statutory regulations, and a seamless payroll experience. The incumbent will act as the subject matter expert, partnering with HR, Finance, and external vendors to maintain the highest standards of accuracy, confidentiality, and efficiency.

Key Responsibilities

• End-to-End Payroll Processing & Administration
• Manage the complete and accurate monthly payroll cycle for ~900 employees, including data validation, calculation, and disbursement.
• Process and validate all payroll inputs: new hires, terminations, resignations, contract variations, salary adjustments, bonuses, incentives, overtime, claims, allowances, and deductions.
• Oversee the accurate computation and timely processing of final settlements (EOS calculations) for resigned and terminated employees.
• Ensure precise calculation, deduction, and submission of all statutory contributions (EPF, SOCSO, EIS, HRDC/Levy) and PCB (Monthly Tax Deductions).
• Administer and reconcile payroll-related benefits, such as medical insurance premiums and other deductions.
• Malaysian Payroll Compliance & Governance
• Ensure 100% compliance with all Malaysian payroll statutory requirements governed by EPF, SOCSO, EIS, LHDN (PCB), and HRDC.
• Stay abreast of changes in Malaysian labour and tax laws (e.g., Budget changes, amendments to Employment Act) and implement necessary updates to payroll calculations and processes.
• Maintain impeccable and audit-ready payroll records and documentation for the required retention period.
• Prepare, verify, and submit statutory forms and filings accurately and on time (e.g., Form E, Form CP8A, EA Forms, etc.).
• Serve as the primary liaison and key point of contact for all payroll-related audits, inquiries, and inspections from internal audit, external audit, and government bodies.
• Payroll Reporting & Analytics
• Generate and distribute accurate monthly payroll reports, journals, and cost allocations to Finance for general ledger posting and reconciliation.
• Develop and maintain comprehensive payroll dashboards and metrics (e.g., payroll cost analysis, headcount tracking, overtime trends) to support business decision-making.
• Perform regular payroll reconciliation and analysis to identify and resolve discrepancies proactively.
• Payroll Systems & Process Improvement
• Act as the super-user for the payroll system (e.g., BrioHR, SQL Payroll, Sage, SAP, or equivalent), driving system optimization and ensuring data integrity.
• Continuously identify, evaluate, and implement opportunities to streamline payroll processes, enhance automation, and improve scalability and accuracy for a growing workforce.
• Document and standardize all payroll procedures and workflows.
• Stakeholder Support & Query Management
• Serve as the primary expert for resolving complex employee and stakeholder queries related to salary, taxes, deductions, and statutory contributions promptly and professionally.
• Partner closely with the Finance team to ensure accurate financial reporting, bank reconciliation, and accounting entries related to payroll.
• Collaborate with HR Business Partners and Talent Acquisition to ensure a seamless integration of new hires and any employee changes into the payroll system.

Job Requirements

• Bachelor's degree in Human Resources, Business Administration, Accounting, Finance, or a related field.
• Minimum of 5-6 years of proven, hands-on experience in managing the full spectrum of payroll for a medium to large-sized organization (500+ employees) in Malaysia.
• Must have an in-depth and practical understanding of Malaysian payroll statutory requirements: EPF, SOCSO, EIS, HRDC, and LHDN (PCB) regulations and procedures.
• Demonstrated experience with Malaysian payroll software (e.g., BrioHR, SQL Payroll, Sage UBS, etc.) is essential.
• Professional certification in Payroll Administration is a strong advantage.

Key Competencies
Technical

• Malaysian Payroll Expertise: Mastery of end-to-end payroll processing and statutory compliance in Malaysia.
• Payroll Systems Proficiency: Advanced skills in local payroll software and HRIS platforms.
• Advanced Excel Skills: Expert-level proficiency in MS Excel (pivot tables, VLOOKUP, complex formulas) for mass data validation, analysis, and reporting.
• Analytical & Reporting Skills: Ability to analyze payroll data and create meaningful reports and dashboards.

Behavioural

• Meticulous Attention to Detail: Uncompromising accuracy in handling complex calculations and data for a large employee base.
• High Integrity & Confidentiality: Demonstrated ability to manage highly sensitive and confidential information with utmost discretion.
• Problem-Solving & Analytical Thinking: Strong ability to investigate discrepancies, identify root causes, and implement effective solutions.
• Proactive & Ownership Mindset: Takes full ownership of the payroll function and proactively drives improvements.
• Stakeholder Management: Excellent communication and interpersonal skills to manage queries and collaborate effectively with diverse stakeholders.

Please be informed that only shortlisted candidate will be notified.
Kindly contact Ms. Jamie via WhatsApp at or via email at if you need further information

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