Payroll Specialist (HR)

Job description

What You'll Be Doing

Payroll Processing & Statutory Compliance

• Manage full payroll processing for the Company and subsidiaries, including basic salary, incentives, overtime, allowances, claims, bonuses, deductions, and statutory contributions.
• Ensure payroll accuracy and compliance with all applicable statutory and regulatory requirements (e.g. EPF, SOCSO, EIS, PCB).
• Handle payroll adjustments including pro-ration, back payments, and recovery arising from staff movement, new hires, resignations, and terminations.
• Prepare and process off-cycle payroll and GIRO payments, reimbursements, and ad-hoc payments.
• Prepare and submit statutory returns and year-end documents (e.g., EA/EC Forms) accurately and within deadlines.

Payroll Administration

• Maintain accurate payroll records and documentation for internal and external audits.
• Update payroll system with changes in policies, benefits, salary structures, and statutory rates.
• Respond to payroll queries from employees and stakeholders in a professional and timely manner.

Payroll Reconciliation & Controls

• Perform periodic payroll reconciliations, including reconciliation of payroll reports against the General Ledger and statutory contribution accounts, to ensure accuracy and completeness of financial records.
• Prepare payroll accrual reports for Finance to support month-end and year-end closing activities.
• Identify, investigate, and resolve payroll discrepancies or anomalies in a timely manner to ensure data integrity and compliance.
• Assist in the implementation, strengthening, and continuous monitoring of internal controls over payroll processes and activities to mitigate risks and ensure regulatory compliance.

HR Systems & Process Improvement

• Serve as administrator for HR systems including HRIS, time attendance, and other HR applications.
• Maintain data accuracy, integrity, and confidentiality across all HR systems.
• Identify and implement process improvements to enhance payroll efficiency, accuracy, and compliance.

Collaboration & Support

• Act as the primary point of contact for employee payroll enquiries and provide timely, professional resolution.
• Coordinate with HRBP, Finance, and retail operations teams on payroll related matters.
• Coordinate with external vendors, auditors, and government bodies to address payroll, statutory, and system-related matters.
• Support ad-hoc HR initiatives, projects, and administrative tasks as assigned.

Employee Engagement

• Work with the team to organize employee engagement activities, including team-building events, recognition programs, and other morale-boosting initiatives.