Payroll Executive

Payroll Executive

Job Summary

The Payroll Executive is responsible for the accurate, timely, and confidential processing of the company’s payroll. The role ensures compliance with applicable statutory requirements, maintains accurate payroll records, supports payroll-related employee enquiries, and contributes to the improvement and efficiency of payroll processes and systems.

Key Responsibilities

1. Payroll Processing

• Prepare and process monthly payroll for all employees accurately and within the required timeline.
• Calculate and process salaries, overtime, allowances, bonuses, commissions, deductions, and other payroll-related payments.
• Verify attendance, leave records, overtime, and timesheets prior to payroll processing.
• Process payroll-related changes, including new hires, resignations, promotions, transfers, salary adjustments, and other employee movements.
• Conduct payroll checks and reconciliations to ensure accuracy and completeness before finalisation.

2. Statutory Compliance

• Ensure payroll processing complies with applicable Malaysian statutory requirements, including EPF, SOCSO, EIS, PCB/MTD, income tax, and other relevant statutory contributions.
• Prepare and submit statutory returns, filings, and payments accurately and within the required deadlines.
• Maintain proper records and supporting documentation for statutory submissions.
• Keep updated on changes to labour laws, payroll regulations, and statutory requirements affecting payroll administration.

3. Payroll Administration & Reporting

• Maintain accurate and up-to-date payroll records, employee information, and supporting documentation.
• Generate and distribute monthly payslips to employees.
• Prepare payroll reports, payroll summaries, journal entries, and reconciliation reports for the Finance Department.
• Assist with payroll audits and provide the necessary payroll records and supporting documents.
• Ensure payroll information is properly maintained and handled in accordance with company policies and confidentiality requirements.

4. Employee Support

• Respond to employee enquiries relating to salary, overtime, deductions, allowances, leave balances, and statutory contributions.
• Investigate and resolve payroll discrepancies and errors promptly and accurately.
• Assist employees and relevant departments with attendance and leave-related matters that may affect payroll.
• Provide clear explanations and appropriate support on payroll-related matters while maintaining confidentiality.

5. Payroll System & Process Improvement

• Maintain accurate employee and payroll information in the payroll system.
• Perform regular checks to ensure payroll system data is accurate and properly maintained.
• Assist in testing and implementing payroll system enhancements, upgrades, and process changes.
• Identify opportunities to simplify and improve payroll workflows, controls, and efficiency.
• Recommend practical solutions to reduce manual processes, minimise errors, and improve payroll accuracy and turnaround time.

6. Payroll System Transition & Implementation

• Support the end-to-end migration and transition of payroll operations to a new payroll system, including e-Leave, e-Overtime, and e-Attendance.
• Validate employee, payroll, attendance, leave, and other relevant data before and during system migration.
• Conduct data verification, parallel payroll runs, testing, and User Acceptance Testing (UAT).
• Identify, investigate, and report system or data discrepancies and coordinate with relevant parties for resolution.
• Document new payroll processes, workflows, and system procedures.
• Support system implementation and go-live activities to ensure a smooth transition.
• Provide post-implementation support and assist in resolving payroll-related system issues.
• Ensure payroll data remains accurate, secure, confidential, and compliant throughout the transition.

7. Year-End & Tax-Related Activities

• Assist with year-end payroll activities, including the preparation and distribution of EA Forms and other relevant payroll reports.
• Support annual tax-related submissions and provide the required payroll information and documentation.
• Assist with employee tax-related enquiries and payroll documentation when required.

8. Other Duties

• Prepare HR and Finance reports, analysis, and payroll-related information as required.
• Provide support for internal and external audits relating to payroll and employee records.
• Assist HR and Finance with ad-hoc payroll, reporting, and administrative matters.
• Perform any other duties and responsibilities assigned by Management from time to time.

Job Requirements

• Diploma or Degree in Human Resources, Accounting, Business Administration, or a related discipline.
• Minimum 3–5 years of relevant experience in payroll processing and administration.
• Good knowledge of payroll administration, statutory requirements, and applicable Malaysian employment and labour regulations.
• Hands-on experience with payroll systems and a good understanding of payroll processes.
• Proficient in Microsoft Excel and other Microsoft Office applications.
• Strong numerical ability with excellent attention to detail and accuracy.
• High level of integrity and ability to handle confidential payroll and employee information.
• Good analytical, problem-solving, and organisational skills.
• Good communication and interpersonal skills.
• Proficiency in Chinese, English, and Bahasa Malaysia is preferred.
• Ability to work independently, meet deadlines, and manage payroll activities under time-sensitive conditions.
• Experience in payroll system migration, implementation, or UAT would be an added advantage.