Job Detail

Key Responsibilities and Duties

1. Payroll Processing

• Manage end-to-end payroll processing including computation of wages, allowances, overtime, claims, payroll deductions, bonuses, advances, and salary adjustments.

• Ensure timely receipt and verification of timesheets, attendance summaries, and other supporting records.

• Prepare payroll inputs, salary release summaries, and generate payroll-related reports on expenses, statutory deductions, and taxes.

• Distribute payslips and respond to employee payroll-related inquiries within defined service levels.

• Prepare tax clearance for expatriates, ensuring timely payout of final salary and applicable tax deductions.

• Ensure accurate and timely issuance of EA Forms and annual submission of Form E to the relevant statutory authorities.

• Liaise with internal and external auditors as well as statutory bodies on payroll audits and compliance matters.

• Maintain payroll records in accordance with legal, audit, and data protection requirements.

• Support ad-hoc payroll projects and continuous payroll process improvements.

2. Attendance & Leave Monitoring

• Monitor and verify attendance data, absenteeism, lateness, and leave records using HR systems (e.g., iFlexi, FingerTec, or similar systems).

• Reconcile attendance reports for payroll processing.

• Maintain up-to-date leave balances including annual leave, medical leave, unpaid leave, and emergency leave.

• Identify habitual absenteeism and lateness for disciplinary review.

3. Disciplinary & Grievance Support

• Maintain proper documentation of disciplinary cases and employee grievances.

• Assist in investigations, statement collection, and preparation of disciplinary hearing documentation under the guidance of the HR Manager.

• Record disciplinary actions, warning letters, and case outcomes in employee files.

4. Exit & Clearance Process

• Manage employee resignation, termination, and retirement processes.

• Conduct exit interviews and oversee clearance of company property and documentation.

• Process final salary calculations including notice-in-lieu, leave encashment, and other necessary adjustments.

• Ensure timely submission of employment cessation notices to the relevant statutory bodies.

5. Monthly Reporting & HR Analytics

• Prepare monthly HR reports including headcount, turnover, leave utilization, absenteeism, disciplinary cases, and training summaries.

• Assist in statutory reporting for the Labour Department, JTK, and internal or external audits.

6. Internal Audit & Compliance Preparation

• Support preparation for audits and inspections conducted by regulatory authorities, certification bodies, or customers.

• Conduct monthly internal HR audits such as employee file checks and contract expiry monitoring.

• Safeguard sensitive HR data in accordance with audit and confidentiality standards.

7. HR System & Administrative Support

• Provide first-level troubleshooting for HR system issues such as time attendance errors or user access problems.

• Update and maintain organizational charts, contact directories, and HR notice boards.

• Assist in coordinating HR engagement activities such as festive celebrations, employee birthday events, and CSR programs.

8. Miscellaneous HR Functions

• Support accommodation audits, food arrangement planning, and incident reporting in employee dormitories when required.

Qualification / Knowledge / Skills Requirements

• Diploma or Bachelor’s Degree in Human Resources, Accounting, or a related field.

• Minimum 2 years of relevant working experience in payroll or HR operations.

• Strong understanding of the Malaysian Employment Act 1955, Labour Laws, Industrial Relations Act, and payroll-related statutory requirements.

• Knowledge of payroll compliance including EPF, SOCSO, EIS, PCB, and audit documentation.

• Proficient in HR systems and Microsoft Office applications (Excel, Word, PowerPoint).

• Strong communication and interpersonal skills with the ability to interact effectively with diverse stakeholders including employees, government agencies, and foreign workers.

• Meticulous, detail-oriented, and highly organized with the ability to meet deadlines.

• High level of integrity and confidentiality when handling sensitive HR data.

• Multilingual ability (e.g., English, Bahasa Malaysia, Mandarin, Nepali, or Hindi) is an added advantage.

Working Conditions

• 5-day work week (subject to company policy). Willingness to work overtime, weekends, or public holidays when required.

• Occasional travel to government offices, employee accommodations, or project sites.

• May be assigned additional duties during labour inspections, audits, or emergency situations.

Kindly contact Ms Rachel  at  +6019-772 2619 for further details or send your resume to [ rachel.gan@cityrecruit.com.my ]

or

Kindly contact Mr Edwin +6012 692 5453  for further details or send your resume to [crcs-my-recruitment@cityrecruit.com.my]