Payroll Specialist (HR)

Swatch Group; Kuala Lumpur; On-site; MYR 85,000 - 115,000; Full time

Job summary

Swatch Group in Kuala Lumpur seeks an experienced Payroll Specialist to manage full payroll processing for the company and its subsidiaries. You will ensure statutory compliance, handle adjustments and off-cycle payments, and prepare year-end returns.

The role requires strong Excel skills, knowledge of Malaysian payroll rules, and experience with HRIS systems. Collaboration with Finance and HR teams is essential.

Qualifications

• Minimum 5 years of payroll experience in retail or similar environment.
• Proficient with Malaysian statutory requirements (EPF/SOCSO/EIS/PCB).
• Proficient in payroll software and HRIS systems; strong Excel reporting.

Responsibilities

• Manage full payroll processing for the company and subsidiaries, including salaries, incentives, overtime, allowances, and deductions.
• Ensure compliance with statutory requirements and timely submission of returns (EA/EC, etc.).
• Handle payroll adjustments, off-cycle payments, and year-end processing.
• Maintain payroll records and respond to queries from staff and stakeholders.
• Perform payroll reconciliations and support month-end/year-end closing with Finance.
• Serve as HRIS/HR systems administrator and drive process improvements.

Skills

Payroll experience

Malaysian payroll knowledge

MS Excel skills

Analytical thinking

Attention to detail

Time management

Data confidentiality

Communication skills

Problem solving

Tools

Timesoft

SAP

Job description

The Company

Swatch Group is the world's number one manufacturer of finished watches. With its 16 watch brands, the Group is present in all price segments, and is also active in the manufacture and sale of jewelry, watch movements and components. Swatch Group unites, among other companies, the following watch brands under its roof: Breguet, Harry Winston, Blancpain, Glashütte Original, Jaquet Droz, Omega, Longines, Rado, Union Glashütte, Tissot, Balmain, Certina, Mido, Hamilton, Swatch and Flik Flak. The Group has a strong distribution and multi-brand retail net with two sophisticated boutiques under the name of Tourbillon and Hour Passion. Swatch Group is also an important player in advanced nanomechanical, nanoelectronic and Bluetooth technologies essential to watchmaking and other industries.

Job Description

What You'll Be Doing

Payroll Processing & Statutory Compliance

• Manage full payroll processing for the Company and subsidiaries, including basic salary, incentives, overtime, allowances, claims, bonuses, deductions, and statutory contributions.
• Ensure payroll accuracy and compliance with all applicable statutory and regulatory requirements (e.g. EPF, SOCSO, EIS, PCB).
• Handle payroll adjustments including pro-ration, back payments, and recovery arising from staff movement, new hires, resignations, and terminations.
• Prepare and process off-cycle payroll and GIRO payments, reimbursements, and ad-hoc payments.
• Prepare and submit statutory returns and year-end documents (e.g., EA/EC Forms) accurately and within deadlines.

Payroll Administration

• Maintain accurate payroll records and documentation for internal and external audits.
• Update payroll system with changes in policies, benefits, salary structures, and statutory rates.
• Respond to payroll queries from employees and stakeholders in a professional and timely manner.

Payroll Reconciliation & Controls

• Perform periodic payroll reconciliations, including reconciliation of payroll reports against the General Ledger and statutory contribution accounts, to ensure accuracy and completeness of financial records.
• Prepare payroll accrual reports for Finance to support month-end and year-end closing activities.
• Identify, investigate, and resolve payroll discrepancies or anomalies in a timely manner to ensure data integrity and compliance.
• Assist in the implementation, strengthening, and continuous monitoring of internal controls over payroll processes and activities to mitigate risks and ensure regulatory compliance.

HR Systems & Process Improvement

• Serve as administrator for HR systems including HRIS, time attendance, and other HR applications.
• Maintain data accuracy, integrity, and confidentiality across all HR systems.
• Identify and implement process improvements to enhance payroll efficiency, accuracy, and compliance.

Collaboration & Support

• Act as the primary point of contact for employee payroll enquiries and provide timely, professional resolution.
• Coordinate with HRBP, Finance, and retail operations teams on payroll related matters.
• Coordinate with external vendors, auditors, and government bodies to address payroll, statutory, and system-related matters.
• Support ad-hoc HR initiatives, projects, and administrative tasks as assigned.

Employee Engagement

• Work with the team to organize employee engagement activities, including team-building events, recognition programs, and other morale-boosting initiatives.

Profile

• Minimum 5 years of Payroll experience, preferably in the retail industry.
• Exposure to Malaysian payroll statutory requirements and payroll systems.
• Proficient in payroll software and HRIS systems (e.g., Timesoft, SAP etc.)
• Strong MS Excel and Reporting skills (formulas, pivot tables, data validation).
• Knowledge of Malaysian statutory payroll processes and reporting (EPF/SOCSO/EIS/PCB).
• Strong attention to details with a high level of accuracy, analytical thinking, and problem-solving ability.
• Excellent communication and interpersonal skills.
• Highly organised with strong time management skills, able to meet strict payroll deadlines while handling confidential information with integrity.