Payroll Specialist - Japanese Speaking

VAT Vakuumventile AG; Malaysia; On-site; MYR 67,000 - 134,000; Full time

Job summary

VAT Vakuumventile AG in Malaysia is seeking a Payroll Specialist to manage end-to-end Japanese payroll monthly, including new hires, terminations, bonuses, overtime and deductions. You will ensure accuracy, coordinate with payroll vendors and internal stakeholders, and support audits.

The role requires 2–5 years of payroll administration experience, JLPT N1/N2 preferred, fluent English and strong communication with Japan-based employees.

Qualifications

• Bachelor's Degree in Human Resources, Business Administration, Accounting, Finance, or related field.
• Minimum 2-5 years of payroll administration experience.
• Experience processing Japanese payroll is highly preferred.
• Experience working in a Shared Services (GBS/SSC) environment is an advantage.
• Experience managing payroll vendor relationships is preferred.
• Fluent in Japanese (JLPT N1 or N2 preferred).
• Strong written and verbal communication skills in English.

Responsibilities

• Execute end-to-end payroll activities for Japan payroll on a monthly basis.
• Prepare, validate, and process payroll inputs including new hires, terminations, salary adjustments, bonuses, overtime, allowances, and deductions.
• Review payroll data for accuracy and completeness before submission.
• Coordinate with payroll vendors and internal stakeholders to ensure timely payroll delivery.
• Perform payroll reconciliations and resolve payroll discrepancies.
• Ensure payroll operations comply with Japanese labor laws, tax regulations, and social insurance requirements.
• Support statutory reporting and year-end payroll activities.
• Maintain accurate payroll records and documentation.
• Participate in internal and external payroll audits.
• Serve as the first point of contact for payroll-related inquiries from Japanese employees.
• Provide professional support in Japanese and English through email, phone, and case management systems.
• Explain payroll calculations, deductions, tax implications, and leave-related payments.
• Generate payroll reports and perform payroll data analysis.
• Maintain employee payroll master data in HR and payroll systems.
• Support payroll metrics, reporting, and continuous improvement initiatives.
• Assist in payroll process documentation and standardization efforts.

Job description

BE GREAT TOGETHER WITH US.

Innovation, Efficiency and Ambition: this is what VAT has stood for over 50 years.

With this passion, VAT has grown to become the leading international developer, manufacturer and supplier of high-performance high-end vacuum valves and vacuum sealing technology, employing over 2000 people worldwide. The headquarters are located in Haag (Switzerland), the production centers in Switzerland, Malaysia, Romania and Taiwan.

Roles, Responsibilities and Job Expectations

Payroll Processing

• - Execute end-to-end payroll activities for Japan payroll on a monthly basis.
• - Prepare, validate, and process payroll inputs including new hires, terminations, salary adjustments, bonuses, overtime, allowances, and deductions.
• - Review payroll data for accuracy and completeness before submission.
• - Coordinate with payroll vendors and internal stakeholders to ensure timely payroll delivery.
• - Perform payroll reconciliations and resolve payroll discrepancies.

Compliance & Governance

• - Ensure payroll operations comply with Japanese labor laws, tax regulations, and social insurance requirements.
• - Support statutory reporting and year-end payroll activities.
• - Maintain accurate payroll records and documentation.
• - Participate in internal and external payroll audits.

Employee Support

• - Serve as the first point of contact for payroll-related inquiries from Japanese employees.
• - Provide professional support in Japanese and English through email, phone, and case management systems.
• - Explain payroll calculations, deductions, tax implications, and leave-related payments.

Data Management & Reporting

• - Generate payroll reports and perform payroll data analysis.
• - Maintain employee payroll master data in HR and payroll systems.
• - Support payroll metrics, reporting, and continuous improvement initiatives.
• - Assist in payroll process documentation and standardization efforts.

Qualifications & Experience

Education

• - Bachelor's Degree in Human Resources, Business Administration, Accounting, Finance, or related field.

Experience

• - Minimum 2-5 years of payroll administration experience.
• - Experience processing Japanese payroll is highly preferred.
• - Experience working in a Shared Services (GBS/SSC) environment is an advantage.
• - Experience managing payroll vendor relationships is preferred.

Language Requirements

• - Fluent in Japanese (JLPT N1 or N2 preferred) .
• - Strong written and verbal communication skills in English.
• - Ability to communicate effectively with Japan-based employees and stakeholders.

VAT is an equal opportunity employer. We see ourselves as a responsible and far-sighted employer that offers not only jobs, but also career and personal development opportunities through various training programs. We recognize the value of employee diversity and provide equal employment opportunity for all qualified application that contributes to innovation, improves customer orientation and employee satisfaction. One-step in this direction is to ensure that people are recognized and fairly compensated for their contributions to the company. In 2021, VAT received the Fair-ON-Pay+ certificate as an acknowledgement for our commitment in ensuring equal pay for equal work between men and women.