HR Executive - Shared Services

HR Shared Services Executive

Role Summary

The HR Shared Services Executive supports the end-to-end employee lifecycle for Group entities and assigned clients, covering onboarding, employee movements, monthly payroll and offboarding.

The role operates as the HRSS maker and is responsible for ensuring all HR transactions, payroll inputs, employee records and supporting documentation are accurate, complete and processed within the required timelines before submission to the designated checker.

The role requires someone who is meticulous, detail-oriented, organised and accountable, with hands-on experience in Singapore and Malaysia payroll and familiarity with HRIS/HRMS platforms.

Key Responsibilities

Employee Lifecycle

• Manage end-to-end HR administration from onboarding through offboarding.
• Prepare employment contracts, confirmation, contract renewal, promotion, salary adjustment, redesignation and other employee movement documentation.
• Maintain accurate employee records and personnel files in HR systems.
• Ensure required statutory/government registrations, updates and cessation activities are completed within the applicable timelines.
• Monitor employee lifecycle milestones and proactively follow up on upcoming actions.

Payroll – Maker

• Prepare and process monthly Singapore and Malaysia payroll inputs within the payroll calendar.
• Process employee movements including new joiners, resignations, salary changes, allowances, overtime, leave deductions, claims, bonuses and other payroll adjustments.
• Reconcile payroll inputs against HR records, approvals and supporting documents.
• Perform a thorough self-check and validation before submitting payroll to the checker.
• Investigate and resolve discrepancies before payroll approval and payment.

Offboarding & Final Pay

• Manage resignations, contract expiry, cessation and other employee separations.
• Prepare final salary calculations, including salary up to last day, leave encashment, deductions, claims and other applicable payments.
• Complete relevant offboarding documentation, statutory requirements and HR system updates accurately and on time.

HR Operations & Controls

• Administer leave, attendance, benefits and employee records within assigned scope.
• Maintain accurate HR trackers, reports and audit trails.
• Respond to routine HR enquiries professionally and escalate complex matters appropriately.
• Support audits, payroll reconciliation and continuous improvement of HRSS processes.

Undertake other HR Shared Services, payroll, HR operations and related duties as assigned by the reporting manager, including additional responsibilities that may be introduced as the HRSS scope evolves.

Requirements

• Diploma or Degree in Human Resources, Business Administration or a related discipline.
• Minimum 2–3 years of relevant HR operations, HR Shared Services and/or payroll experience, with hands-on exposure to employee lifecycle administration.
• Hands-on experience in Singapore and Malaysia payroll is strongly preferred.
• Working knowledge of payroll-related statutory requirements and employment practices in Singapore and Malaysia, including statutory contributions, employee movements and cessation requirements.
• Experience handling new joiners, resignations, salary adjustments, allowances, overtime, claims, leave deductions, bonuses and final salary calculations.
• Familiarity with HRIS/HRMS and payroll systems; able to learn and work across multiple systems where required.
• Good working knowledge of Microsoft Excel, including basic formulas, reconciliation, data checking and payroll validation.
• Strong attention to detail with the ability to identify discrepancies and maintain a high level of accuracy when handling payroll and employee data.
• Well organised and able to manage multiple deadlines and payroll cut-off timelines independently.
• Good written and verbal communication skills, with the ability to respond professionally to employees and internal stakeholders.
• Strong sense of confidentiality, integrity and accountability when handling employee and payroll information.
• Proactive problem-solving mindset with the ability to investigate issues, follow through on outstanding matters and escalate appropriately.
• Comfortable working in a shared-services and client-support environment, where processes, systems and scope may continue to evolve.