HR Operations Specialist

GATEWAY SEARCH SDN. BHD.; Petaling Jaya; On-site; MYR 89,000 - 123,000; Full time

Job summary

Gateway Search Sdn. Bhd. in Malaysia, Petaling Jaya, is seeking an HR Operations/Generalist to support payroll and HR functions on a full-time basis.

You will ensure smooth coordination between HR and payroll, maintain records, and assist with onboarding and compliance, contributing to employee experience. The role requires hands-on payroll experience, familiarity with Malaysian regulations, and proficiency in Excel.

Qualifications

• Experience in payroll administration and HR operations.
• Knowledge of Malaysian payroll regulations and employment law.
• Proficient with payroll software and MS Excel.

Responsibilities

• Manage day-to-day payroll operations and timely salary processing.
• Maintain and update employee records and contracts.
• Coordinate with departments for payroll calculations and compliance.
• Process benefits, deductions, and other payroll adjustments.
• Prepare payroll reports and statutory filings.
• Respond to employee queries on payroll and HR policies.
• Support recruitment and onboarding documentation and system admin.
• Ensure confidentiality and data protection in HR and payroll.

Skills

Payroll

HR operations

Communication

MS Excel

Data privacy

Confidentiality

Education

Bachelor's degree in HR/Accounting or related

Tools

Payroll software

Job description

About the role
We are seeking an HR Operations/ Generalist to join our client's team in Malaysia, in Petaling Jaya, Selangor. This is a full-time position that plays a crucial role in supporting the efficient operation of our human resources and payroll functions. As an HR Operations Specialist, you will be instrumental in ensuring seamless coordination between HR and payroll processes, contributing directly to the smooth running of our organisation and the satisfaction of our employees. Your work will have a tangible impact on our company's operational excellence and employee experience.

Key responsibilities
PAYROLL

Managing day-to-day payroll operations and ensuring accurate and timely salary processing for all employees

Maintaining and updating employee records, including personal details, employment contracts and statutory documentation

Coordinating with relevant departments to gather information required for payroll calculations and compliance reporting

Processing employee benefits, deductions, allowances and other payroll-related adjustments

Preparing payroll reports and reconciliations to ensure accuracy and compliance with regulatory requirements

Supporting the preparation and filing of statutory compliance documents and tax-related submissions

Responding to employee queries regarding payroll, benefits and HR policies in a professional and timely manner

Assisting with recruitment and onboarding processes, including documentation and system administration

Maintaining confidentiality and adhering to data protection regulations in all HR and payroll matters

Liaising with external stakeholders such as government agencies and financial institutions as required

What we're looking for
Proven experience in payroll administration or HR operations, preferably within a similar role or function

Strong knowledge of Malaysian payroll practices, tax regulations and employment legislation

Proficiency in payroll software systems and Microsoft Office applications, particularly Excel

Excellent attention to detail and accuracy in handling numerical data and documentation

Strong organisational and time-management skills, with the ability to handle multiple tasks and meet deadlines

Effective communication skills, both written and verbal, to interact professionally with employees and external parties

A thorough understanding of confidentiality and data protection requirements in a HR and payroll environment

Problem-solving ability and initiative to identify and address operational inefficiencies

Relevant qualifications or certifications in payroll, HR or accounting would be advantageous

Experience with statutory compliance and regulatory filing processes in Malaysia is highly desirable

Employee relations/ Compliance

If you have hands-on Employee Relations and compliance experience, including:

Handling employee complaints and workplace concerns professionally.

Supporting disciplinary cases, investigations and related documentation.

Advising on Malaysian employment requirements and internal HR policies.

Maintaining accurate, complete and audit-ready employee records.

Managing sensitive employee communication while balancing employee concerns and the company’s position.

We would love to hear from you . Language proficiency in Chinese would be a key plus to deal with China HQ.

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