We are looking for an experienced Payroll Executive / Senior Payroll Executive to join our Malaysia-based team and support the delivery of payroll services to multiple external clients across different countries.
This is a BPO / outsourced payroll role, and the successful candidate will be responsible for managing payroll activities for multiple client companies, each with potentially different payroll structures, statutory requirements, payroll calendars and employee requirements.
The ideal candidate will have hands-on experience processing payroll across multiple countries, with exposure to Singapore and Malaysia being particularly valuable. Experience with Philippines, Indonesia, Thailand and/or China will be a strong advantage.
Key Responsibilities
1. Multi-Country Client Payroll Management
- Manage and process monthly payroll for multiple external clients across different countries and jurisdictions.
- Handle the end-to-end payroll cycle, from collection and validation of payroll inputs through to payroll processing, reconciliation, reporting and finalisation.
- Manage payroll for different client accounts simultaneously, ensuring all payrolls are completed accurately and within agreed deadlines.
- Process employee salary, allowances, overtime, commissions, bonuses, deductions, unpaid leave, claims and other payroll adjustments.
- Review and validate payroll inputs received from clients before processing.
- Perform payroll calculations, validation and reconciliation checks to identify discrepancies before final payroll submission.
- Prepare payroll summaries, reports and supporting schedules for client review and approval.
- Maintain accurate and up-to-date payroll records for all assigned client accounts.
- Monitor different client payroll calendars, cut-off dates and payment deadlines.
2. Regional Payroll & Statutory Compliance
- Process payroll in accordance with the applicable employment, payroll, tax and statutory requirements of each country.
- Maintain working knowledge of payroll requirements across countries supported by the company, including:
- Singapore
- Malaysia
- Philippines
- Indonesia
- Thailand
- China
- Ensure appropriate statutory deductions and contributions are correctly calculated and reflected in payroll.
- Keep up to date with changes in payroll legislation, statutory contribution rates, tax requirements and employment regulations across relevant jurisdictions.
- Identify potential compliance issues and escalate them promptly.
- Work with internal teams, clients and relevant third parties where clarification is required on country-specific payroll matters.
3. Client Management & BPO Service Delivery
- Act as a key payroll contact for assigned clients.
- Communicate directly with clients to obtain payroll inputs, approvals, supporting documents and other required information.
- Respond to client payroll queries professionally and within agreed service timelines.
- Explain payroll calculations, statutory deductions and payroll processes clearly to clients where required.
- Proactively identify and highlight payroll discrepancies, missing information or potential delays before they impact payroll processing.
- Build strong and professional relationships with clients.
- Manage multiple client expectations while maintaining accuracy and service quality.
- Ensure payroll services are delivered in accordance with agreed timelines and service standards.
4. Payroll Administration
- Process employee lifecycle changes including new hires, resignations, salary adjustments, transfers, promotions, allowances and other payroll-related changes.
- Maintain accurate employee payroll data and documentation.
- Assist with year-end payroll activities, tax reporting and preparation of relevant payroll documentation.
- Support payroll audits and provide payroll reports, records and supporting documentation when required.
- Maintain strict confidentiality of employee and client payroll information.
- Identify opportunities to improve payroll processes, controls and operational efficiency.
5. Payroll Reconciliation & Quality Control
- Perform detailed pre-payroll and post-payroll checks.
- Reconcile payroll reports against client-approved payroll inputs.
- Identify and investigate variances, unusual movements or discrepancies.
- Ensure payroll adjustments are properly supported and authorised.
- Maintain appropriate payroll documentation and audit trails for each client.
- Ensure payroll processing meets internal quality and accuracy standards.
