Payroll & HR Administrator

Clarks Outlet; Kuala Lumpur; On-site; MYR 13,000 - 20,000; Part time

Job summary

Clarks Outlet in Malaysia is seeking a part-time Administrative Assistant to support the Payroll Specialist and broader HR team across Singapore and Malaysia. You will input payroll data, maintain records, and assist with HR lifecycle tasks to ensure timely payroll processing.

The role requires attention to detail, strong organisational skills, and proficiency in Excel. Experience with payroll systems is beneficial; a collaborative, compliant mindset is essential.

Qualifications

• Strong attention to detail and high accuracy.
• Good organisational and time management skills.
• Proficiency in Microsoft Office applications, particularly Excel.
• Strong verbal and written communication skills.
• Ability to handle confidential information with discretion.
• Willingness to learn payroll and HR processes.

Responsibilities

• Support the preparation and administration of payroll inputs for Singapore and Malaysia payrolls.
• Assist with maintaining payroll records and supporting documentation.
• Review employee data changes, including new starters, leavers, salary changes, overtime, allowances, and leave adjustments.
• Assist with payroll validation activities and identify any discrepancies for review.
• Prepare payroll reports and support payroll reconciliations.
• Maintain accurate payroll records and audit trails.
• Work with the Payroll Specialist and external payroll providers to support timely payroll processing.
• Support onboarding and offboarding administration processes.
• Prepare employment-related documentation, including contracts, letters, and employee communications.
• Maintain employee records and ensure HR system data remains accurate and up to date.
• Assist with employee lifecycle changes, including transfers, promotions, probation reviews, and contract amendments.
• Support benefits administration and leave management activities.
• Ensure all employee documentation is filed and retained in accordance with company procedures.
• Act as a first point of contact for routine payroll and HR administration queries.
• Provide professional and timely support to employees and managers.
• Escalate complex payroll, HR, or compliance matters to the Payroll Specialist where appropriate.
• Maintain confidentiality of payroll and employee information.
• Support statutory reporting requirements and audit requests.
• Assist in maintaining payroll and HR procedures and documentation.
• Ensure all activities are completed in accordance with company policies and local legislative requirements.
• Support process improvement initiatives within Payroll and HR.
• Assist with system testing, upgrades, and implementation activities as required.Contribute to maintaining strong payroll and HR controls and governance processes.

Skills

Attention to detail

Organising skills

Excel

Microsoft Office

Verbal and written communication

Discretion with confidential info

Willingness to learn payroll processes

Tools

BIPO Payroll

Dayforce

Job description

Job Overview:

To provide a high quality, customer focused and professional part-time administrative service supporting the Payroll Specialist and wider Human Resources team across Singapore and Malaysia. The role supports payroll preparation, employee lifecycle administration, data management and reporting, inputting employee related information into all HR and payroll related systems accurately and on time to maintain data integrity and facilitate payroll processing.

Responsibilities

Payroll Administration

• Support the preparation and administration of payroll inputs for Singapore and Malaysia payrolls.
• Assist with maintaining payroll records and supporting documentation.
• Review employee data changes, including new starters, leavers, salary changes, overtime, allowances, and leave adjustments.
• Assist with payroll validation activities and identify any discrepancies for review.
• Prepare payroll reports and support payroll reconciliations.
• Maintain accurate payroll records and audit trails.
• Work with the Payroll Specialist and external payroll providers to support timely payroll processing.

Human Resources Administration

• Support onboarding and offboarding administration processes.
• Prepare employment-related documentation, including contracts, letters, and employee communications.
• Maintain employee records and ensure HR system data remains accurate and up to date.
• Assist with employee lifecycle changes, including transfers, promotions, probation reviews, and contract amendments.
• Support benefits administration and leave management activities.
• Ensure all employee documentation is filed and retained in accordance with company procedures.

Employee Support

• Act as a first point of contact for routine payroll and HR administration queries.
• Provide professional and timely support to employees and managers.
• Escalate complex payroll, HR, or compliance matters to the Payroll Specialist where appropriate.

Compliance and Reporting

• Maintain confidentiality of payroll and employee information.
• Support statutory reporting requirements and audit requests.
• Assist in maintaining payroll and HR procedures and documentation.
• Ensure all activities are completed in accordance with company policies and local legislative requirements.

Continuous Improvement

• Support process improvement initiatives within Payroll and HR.
• Assist with system testing, upgrades, and implementation activities as required.Contribute to maintaining strong payroll and HR controls and governance processes.

Qualifications

Essential

• Strong attention to detail and high levels of accuracy.
• Good organisational and time management skills.
• Proficiency in Microsoft Office applications, particularly Excel.
• Strong verbal and written communication skills.
• Ability to handle confidential information with discretion.
• Willingness to learn payroll and HR processes.

Desirable

• Previous experience in Payroll Administration, HR Administration, Finance Administration, or Shared Services.
• Basic understanding of employment administration processes.
• Experience maintaining employee records and databases.
• Experience supporting payroll activities or working with payroll providers.

Nice to Have

• Knowledge of Singapore payroll administration, including CPF and IRAS processes.
• Knowledge of Malaysia payroll administration, including EPF, SOCSO, EIS, and PCB requirements.
• Experience using BIPO Payroll and/or Dayforce.