Payroll Shared Services Specialist

HMI Medical; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

HMI Medical is seeking a Payroll Shared Services Specialist to manage end-to-end monthly payroll processing and ensure accuracy and timeliness. You will handle inputs for new hires, exits, revisions, bonuses, allowances, and deductions, while ensuring statutory compliance.

You will also support payroll system administration, audits, and process improvements, collaborating with HR, Finance, IT, authorities, and external vendors to deliver smooth payroll services.

Qualifications

• Diploma or degree in HR, Accounting, Finance, or related field.
• Minimum 3–5 years of payroll experience, preferably in a shared services environment.
• Strong knowledge of end-to-end payroll processing and Malaysia statutory requirements.
• Experience with payroll/HRIS systems and Microsoft Excel.
• Good understanding of payroll reconciliation, claims, and employee payroll queries.

Responsibilities

• Manage end-to-end monthly payroll processing accurately and within timelines.
• Handle payroll for new hires, exits, salary revisions, bonuses and deductions.
• Validate and process inputs including attendance, leave, overtime, claims, reimbursements.
• Ensure compliance with payroll statutory requirements.
• Prepare and analyse payroll reports for management and stakeholders.
• Perform payroll reconciliation with Finance and ensure general ledger entries.
• Provide timely payroll information and support to management.

Skills

Attention to detail

Confidentiality

Communication

Analytical

Problem-solving

Education

Diploma/Degree in HR, Accounting, Finance, or related field

Tools

Microsoft Excel

HRIS systems

Job description

The Payroll Shared Services Specialist is responsible for handling end-to-end payroll operations, ensuring accurate and timely payroll processing across the Company. The role handles payroll inputs, statutory contributions, employee claims, payroll reporting, reconciliations, and employee payroll enquiries.

The position also supports payroll system administration, audits, process improvements, and payroll-related projects, while working closely with HR, Finance, IT, statutory authorities, and external vendors to ensure smooth and efficient payroll service delivery.

1. Payroll Processing & Administration

• Manage and execute end-to-end monthly payroll processing accurately and within established timelines.
• Handle payroll-related activities for new hires, employee exits, salary revisions, bonuses, incentives, allowances, deductions, and other payroll adjustments.
• Validate and process payroll inputs, including attendance, leave, overtime, claims, reimbursements, and other variable payments.
• Ensure compliance with all applicable payroll-related statutory requirements.
• Prepare and analyse monthly, periodic, and ad-hoc payroll reports for management and relevant stakeholders.
• Perform payroll reconciliation, including payroll accounts, bank statements, and general ledger entries, in collaboration with the Finance team.
• Provide timely payroll information and support to management and stakeholders.

2. Employee Query Resolution & Support

• Act as the primary point of contact for employee payroll-related enquiries.
• Provide guidance to employees on payroll policies, payslip components, statutory deductions, and tax-related matters.

3. Payroll Systems & Data Management

• Maintain accurate employee payroll information and ensure timely updates in the payroll/HR system.
• Liaise with HRIS/payroll vendors and IT teams to resolve system-related payroll issues.

4. Staff Claims Administration

• Manage and process employee claims in accordance with company policies and established procedures.
• Ensure timely reimbursement of approved employee claims.

Job Requirements

• Diploma/Degree in HR, Accounting, Finance, or related field.
• Minimum 3–5 years of payroll experience, preferably in a shared services environment.
• Strong knowledge of end-to-end payroll processing and Malaysia statutory requirements.
• Experience with payroll/HRIS systems and Microsoft Excel.
• Good understanding of payroll reconciliation, claims, and employee payroll queries.
• Strong attention to detail, confidentiality, and accuracy.
• Good communication, analytical, and problem-solving skills.
• Able to work independently and meet tight payroll deadlines.