HR & Payroll Coordinator

JACOBS DOUWE EGBERTS; Johor Bahru; On-site; MYR 48,000 - 60,000; Full time

Job summary

A leading coffee company in Johor Bahru is seeking an HR & Payroll Coordinator to oversee compliance in HR functions including payroll management and statutory submissions. The role demands expertise in liaising with local institutions regarding HR legislation and the ability to manage payroll systems effectively. Candidates should possess a diploma in HR or Administration, along with at least 2 years of relevant experience. Strong communication skills and proficiency in SAP are essential.

Qualifications

• At least 2 years of relevant working experience.
• Familiarity with local labor laws and regulations.
• Proficient in general administration and record controls.

Responsibilities

• Execute final payroll clearance and manage tax matters.
• Prepare payroll reports for finance and stakeholders.
• Engage in SAP Success Factor for HR processes.
• Monitor Time Management System records.
• Address queries from associates and prepare reports.

Skills

Experience with labor legislation

Communication skills

Problem-solving skills

Experience with SAP/SuccessFactors

Payroll system experience

Education

Diploma in Administrative/ Degree in HR Management

Tools

SAP

Payroll systems (BIPO, RAMCO)

Job description

Job Description

The HR & Payroll Coordinator plays a key role in supporting the Local MU organization by strengthening leadership capability, driving a high-performance culture, and enhancing associate engagement.

This role is responsible for executing the local HR agenda, covering a wide range of people-related areas including daily HR operations, signature HR processes, payroll administration, data management, foreign worker management, compensation and benefits, employee relations, talent and performance management, local labour relations, and initiatives that support associate engagement.

Key Responsibilities

• Take charge of final payroll clearance and tax clearance for expatriate and foreign workers.
• Responsible for monthly payroll competency and prepare all related salary reports to finance and stakeholders.
• Support day-to-day operations and advise on expatriate management.
• Assist on tax matters/liabilities and lodge relevant documentation with IRB and follow up closely for new expatriate and for expat staff leaving the country.
• Check and monitor Time Management System (TMS) record and liaise with Department Admin for any corrections or discrepancies.
• Send payroll data to the third-party payroll provider for timely payroll processing.
• Prepare employee confirmation letter, appraisal evaluation form, quarterly group insurance invoices, forklift incentive (twice a year), contract renewal letter and employee change request related documents (Form & Letter).
• Create and update personal file for new join associates.
• Support company events / festival gifts, employee celebrations, and employee engagement.
• Engage in SAP Success Factor system and be responsible in HR Shared Services focusing on employee central, onboarding/offboarding processes, and compensation.
• Ensure current year expenses do not overspend as per AOP report estimation and ensure AOP report align with department manager’s requirement.
• Responsible for statutory submission to IRB, EPF, SOCSO & HRDC board as well as Zurich Pension Plan. Submission statutory + Zurich pension.
• Enrolment and Termination of associate in AIA Portal.
• Submit statutory related forms to statutory board or via online portal (CP22, Form 2, Form 3).
• Address queries from associates, department admins, and stakeholders, and prepare ad hoc reports as requested by management.
• Perform any other duties assigned by the superior.

Qualifications

• Academic Program: Preference for candidates with a Diploma in Administrative/ Degree in HR Management or equivalent.
• Experience: At least 2 years working experience in relevant experience.
• Skillset:
  • Experience and well versed in liaison with local legislation institutions and authority (JTK, SOCSO, EPF, LHDN) in relation to HR legislation and regulatory practices and requirements.
  • Experience in working with SAP/SuccessFactors or any other global ERP system.
  • Experience working with various payroll (BIPO, RAMCO, SAP & etc) systems is desirable.
  • Good communication skill, independent and problem-solving, proactive and competent in general administration, documentation and record controls.
• Personal traits: Structured approach, driven and energetic personality, excellent communication and people skills, ability to work both in a team and independently.