Payroll Executive (Penang)

Monroe Consulting Group; Malaysia; On-site; MYR 60,000 - 90,000; Full time

Job summary

Monroe Consulting Group is partnering with a healthcare organisation in Malaysia to hire a Payroll Executive. The role focuses on accurate monthly payroll processing, data integrity, and statutory compliance within a dynamic HR environment.

Ideal candidates will have 5–10 years in payroll administration, strong knowledge of Malaysian statutory requirements, and hands-on experience with HRIS systems. The position offers opportunities to partner with internal stakeholders and a payroll service

Qualifications

• Diploma or Degree in HR, Business Admin, Accounting or related field.
• 5-10 years of payroll administration or similar experience.
• Hands-on with monthly payroll processing and reconciliation.
• Experience with HRIS/HR portals and Time & Attendance systems.
• Working knowledge of Malaysian statutory payroll requirements.

Responsibilities

• Coordinate monthly payroll with the service provider and ensure timely submissions.
• Review payroll calculations and ensure accuracy before finalisation.
• Maintain payroll records and compliance with statutory requirements.
• Provide payroll reporting and data for Finance and HR teams.
• Respond to employee payroll queries with confidentiality.

Skills

Payroll processing

Data accuracy

Analytical skills

Communication

Education

Diploma or Degree in HR/BA/Accounting

Tools

HRIS/HR portals

Time & Attendance systems

Microsoft Office

Job description

Monroe Consulting Group, an Executive Recruitment firm, is partnering with an organisation in the Healthcare industry to hire a Payroll Executive. This opportunity is based in Malaysia.

Position Overview

This role will manage the accurate and timely administration of monthly payroll operations while ensuring compliance with Malaysian statutory requirements and internal controls. This role will support organisational efficiency by delivering reliable payroll services, maintaining data integrity, and providing effective payroll-related support to employees and stakeholders.

Key Responsibilities

1. Payroll Administration

• Coordinate the monthly payroll process with the appointed payroll service provider.
• Prepare and submit approved payroll inputs, including employee movements, salary changes, allowances, deductions, overtime, attendance and leave.
• Ensure Employee Change Requests (ECR) and other approved changes are accurately reflected in payroll.
• Review payroll reports and calculations before final payroll approval.
• Ensure payroll inputs and approvals are completed within the agreed payroll timeline.
• Maintain payroll checklists and supporting documentation.
• Support payroll year-end activities and required payroll reporting.

2. Time & Attendance and Overtime

• Work with the Administration Support to ensure attendance, overtime and leave records in Central HR are complete and accurate before payroll processing.
• Review payroll-impacting attendance and overtime information.
• Follow up with Team Leaders and managers on outstanding approvals.
• Verify overtime calculations against approved company policies and requirements.
• Investigate discrepancies between attendance records and payroll outputs.

3. Payroll Service Provider

• Act as the primary HR contact for the appointed payroll service provider.
• Provide required payroll information and supporting documents within agreed timelines.
• Review payroll outputs and raise discrepancies for correction.
• Coordinate payroll adjustments and follow up until issues are resolved.
• Monitor adherence to agreed payroll timelines and service requirements.
• Maintain records of key payroll submissions, approvals and communications.

4. Statutory Compliance

• Coordinate with the payroll service provider to ensure accurate processing of EPF, SOCSO, EIS, PCB/MTD and other applicable statutory deductions and contributions.
• Review statutory reports and calculations for accuracy.
• Support statutory submissions, reconciliations, audits and inspections.
• Monitor changes to Malaysian payroll legislation and highlight relevant requirements to the HR Manager.

5. Payroll Reconciliation & Controls

• Reconcile payroll against approved employee movements, attendance, overtime and HR records.
• Investigate and resolve payroll variances before payroll finalisation.
• Maintain appropriate payroll controls to minimise errors.
• Identify recurring payroll issues and recommend process improvements.

6. Claims Administration

• Verify employee dental, optical and miscellaneous claims against supporting documents and company policy.
• Ensure approved claims are processed within the required timeline.
• Follow up on incomplete or discrepant claims with employees or approvers.
• Maintain appropriate claims records for reconciliation and audit purposes.

7. Employee Payroll Support

• Respond to employee enquiries relating to salary, payslips, overtime, allowances, deductions, claims and statutory contributions.
• Explain payroll processes and provide appropriate guidance to employees.
• Investigate payroll-related concerns and coordinate with the payroll service provider where required.
• Escalate complex or sensitive matters to the HR Manager.
• Maintain confidentiality when handling employee payroll information.

8. Payroll Systems & Data

• Maintain accurate payroll-related employee data in Central HR and other relevant systems.
• Update approved changes to salary, position, department, employment status, bank details and other payroll-impacting information.
• Conduct periodic checks to ensure payroll and HR system data remain aligned.
• Support payroll system testing, enhancements and troubleshooting.
• Liaise with system providers on payroll-related technical issues when required.

9. Finance Support & Reporting

• Provide Finance with payroll reports and information required for payroll reconciliation and financial reporting.
• Support reconciliation of payroll costs against approved employee movements and payroll records.
• Assist with payroll accruals, variance analysis and other payroll-related Finance requirements.
• Prepare payroll reports and summaries required by the HR Manager and Finance.

10. Records & Confidentiality

• Maintain accurate and confidential payroll records.
• Ensure payroll documents, statutory records, approvals and supporting documentation are properly filed and retained.
• Ensure payroll and employee information is accessible only to authorised personnel.
• Handle salary, bank, statutory and personal employee information in accordance with company confidentiality and data protection requirements.

Key Requirements

Qualifications & Experience

• Diploma or Degree in Human Resources, Business Administration, Accounting or a related discipline.
• 5-10 years of experience in payroll administration, HR administration or a similar role.
• Hands-on experience with monthly payroll processing and reconciliation.
• Experience with HRIS/HR portals and Time & Attendance systems.
• Working knowledge of Malaysian statutory payroll requirements.

Technical / Functional Expertise

• End-to-end monthly payroll processing and payroll reconciliation.
• Experience working with payroll service providers and managing payroll submissions.
• Knowledge of Malaysian statutory payroll requirements, including EPF, SOCSO, EIS and PCB/MTD.
• Experience with HRIS/HR portals and Time & Attendance systems.
• Payroll reporting, payroll controls and payroll variance analysis.
• Payroll system testing, enhancements and troubleshooting.
• Proficiency in Microsoft Office and HR/payroll systems.
• Claims administration and payroll-related record management.
• Payroll data management and maintenance of employee records within HR systems.

Soft Skills & Leadership Competencies

• Strong attention to detail and accuracy.
• Good numerical and analytical skills.
• Strong organisational skills with the ability to manage multiple deadlines.
• Good communication and interpersonal skills.
• Ability to handle confidential information with discretion.
• Good problem-solving and follow-through skills.
• Ability to work independently and coordinate effectively with internal and external stakeholders.
• Demonstrates ownership and the ability to manage payroll activities with minimal supervision.