Payroll Specialist

Job Summary:

The Payroll Specialist is responsible for the accurate and timely processing of payroll for employees in Malaysia. The role ensures compliance with all statutory requirements, maintains payroll records, administers employee benefits and deductions, and provides payroll-related support to employees and management. The Payroll Specialist works closely with Human Resources, Finance, and external agencies to ensure payroll accuracy and regulatory compliance.

Job Responsibilities:

Payroll Administration

• Process monthly payroll accurately and on time for all employees.
• Calculate salaries, overtime, allowances, bonuses, commissions, and statutory deductions.
• Process new hires, resignations, terminations, salary adjustments, unpaid leave, and other payroll changes.
• Verify payroll data to ensure accuracy before payroll submission.
• Maintain payroll records and supporting documentation in accordance with company policies.

Statutory Compliance

• Ensure timely and accurate submission of all statutory contributions, including:

o   Employees Provident Fund (EPF/KWSP)

o   Social Security Organisation (SOCSO/PERKESO)

o   Employment Insurance System (EIS)

o   Monthly Tax Deduction (PCB/MTD)

o   Human Resources Development Corporation (HRD Corp), where applicable

• Prepare and submit statutory reports within prescribed deadlines.
• Ensure payroll practices comply with the Employment Act 1955, Income Tax Act, EPF Act, SOCSO Act, and other relevant Malaysian employment legislation.
• Support payroll audits and statutory inspections.

Payroll Reporting

• Prepare monthly payroll reports and reconciliations.
• Generate payroll summaries, cost reports, and headcount reports for management.
• Assist Finance with payroll journals, accruals, and month-end closing activities.
• Maintain confidentiality of payroll information.

Employee Support

• Respond to employee enquiries regarding salaries, payslips, tax deductions, leave deductions, and statutory contributions.
• Assist employees with payroll-related documentation, including employment income letters and salary verification requests.
• Educate employees on payroll policies and statutory deductions when required.

HR & Benefits Administration

• Support the administration of employee benefits, insurance, and allowances.
• Maintain accurate employee payroll and HR records.
• Coordinate with HR on employee movements affecting payroll.
• Assist with annual salary reviews, bonus payments, and incentive schemes.

System Administration

• Maintain payroll system data and employee master records.
• Identify opportunities to improve payroll processes and internal controls.
• Participate in payroll system implementation or upgrades, where required.
• Ensure payroll data integrity and compliance with data privacy requirements.

People Requirements:

Qualifications

• Diploma or Bachelor's degree in Human Resources, Accounting, Finance, Business Administration, or a related discipline.
• Professional payroll certification is an advantage.

Experience

• Minimum 3–5 years of payroll administration experience in Malaysia.
• Hands-on experience processing payroll for medium to large organisations.
• Experience with payroll software and HRIS systems.
• Familiarity with payroll audits and statutory reporting requirements.

Knowledge, Skills & Competencies

• Strong knowledge of Malaysian payroll legislation and statutory requirements.
• Excellent understanding of EPF, SOCSO, EIS, PCB/MTD, and HRD Corp regulations.
• High level of accuracy and attention to detail.
• Strong numerical, analytical, and reconciliation skills.
• Ability to handle confidential information with integrity.
• Good organisational and time management skills.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Excel and payroll software.
• Ability to work independently and meet strict payroll deadlines.