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Payroll Executive / Senior Executive (Malaysia)

Department: Payroll
Project Location(s): Kuala Lumpur, Malaysia
Education: Bachelor's Degree in Human Resources, Accounting, Finance, Business Administration or a related discipline. Diploma holders with relevant payroll outsourcing experience

Position Summary

The Payroll Executive (Japanese Speaker) is responsible for delivering accurate, timely and compliant payroll services for clients in Japan. Working within a Business Process Outsourcing (BPO) environment, the role manages end-to-end payroll processing, statutory compliance, payroll reporting, employee inquiries and client support while ensuring adherence to service level agreements (SLAs).

The successful candidate must be fluent in both Japanese and English, possess strong payroll administration skills and demonstrate excellent attention to detail. This role works closely with Japanese clients, HR teams, IT teams, finance teams and internal payroll specialists to ensure exceptional service delivery.

Employment Type: Full-Time  |  Reports To: AVP, Payroll Operations

Key Responsibilities

• Payroll Processing
• Process end-to-end payroll for assigned clients.
• Validate payroll input including new hires, resignations, salary adjustments, bonuses, overtime, leave, allowances and deductions.
• Ensure payroll is processed accurately and within agreed payroll calendars.
• Perform payroll reconciliations before payroll finalization.
• Generate payroll reports and statutory reports.
• Process off-cycle payroll, adjustments, retroactive payments and corrections.
• Maintain payroll records and supporting documentation.

Payroll Administration

• Maintain employee payroll master data.
• Process employee lifecycle transactions including:
• New employee onboarding
• Employee transfers
• Salary revisions
• Promotions
• Terminations
• Final settlements
• Ensure payroll data confidentiality and integrity.
• Maintain payroll documentation in accordance with company policies.

Statutory Compliance (Japan)

• Support payroll statutory compliance.
• Statutory reporting and filings.
• Monitor legislative changes affecting payroll processing and apply updates accurately.

Client Support

• Respond to payroll-related inquiries from clients and employees.
• Provide professional and timely payroll support.
• Resolve payroll discrepancies and investigate payroll issues.
• Maintain positive working relationships with assigned clients.
• Support client meetings when required.

Service Delivery

• Meet payroll processing deadlines and service level agreements (SLAs).
• Ensure payroll quality and accuracy targets are achieved.
• Escalate payroll risks or issues proactively.
• Participate in payroll quality assurance reviews.
• Contribute to operational excellence initiatives.

Reporting

Prepare and distribute payroll-related reports including:
• Payroll registers
• Bank transfer reports
• General ledger reports
• Tax reports
• Social insurance reports
• Audit documentation
• Payroll variance reports

Continuous Improvement

• Identify opportunities to improve payroll processes.
• Participate in automation and digital transformation initiatives.
• Support standardization of payroll procedures.
• Contribute ideas to improve efficiency and client satisfaction.

Qualifications

• Bachelor’s Degree in Human Resources, Accounting, Finance, Business Administration or a related discipline.

• Diploma holders with relevant payroll outsourcing experience are encouraged to apply.

Experience

• 2–5 years of payroll processing experience.

• Experience supporting APAC payroll is highly preferred.

• Experience in Payroll Outsourcing (BPO), HR Outsourcing or Shared Services is an advantage.

• Fresh graduates with others language proficiency may be considered for junior positions.

Required Knowledge

• Payroll administration
• Labour Standards Act
• Income Tax
• Resident Tax
• Social Insurance
• Employment Insurance
• Labour Insurance
• Year-End Tax Adjustment
• Payroll compliance
• Payroll reporting
• Employee lifecycle administration

Required Skills

• Payroll
• End-to-End Payroll Processing
• Payroll Validation
• Payroll Reconciliation
• Payroll Reporting
• Payroll Administration
• Payroll Compliance
• Client Service
• Customer Service
• Client Communication
• Problem Solving
• Relationship Management
• Issue Resolution
• Administrative
• Data Entry Accuracy
• Documentation
• Time Management
• Attention to Detail
• Organizational Skills

Technical Skills

Experience with one or more payroll systems is preferred:
• SAP HCM Payroll
• Workday Payroll
• Oracle HCM
• ADP
• Ramco Payroll
• TMF Payroll Platform
• SD Worx
• SuccessFactors
• Microsoft Excel (Intermediate to Advanced)
• Microsoft Office Suite

Language Requirements (Mandatory)

• Mandarin: Business-level proficiency (added advantage)

• English: Professional working proficiency (spoken and written)

• Ability to communicate effectively with clients via email, telephone and virtual meetings.

Preferred Qualifications

Candidates with any of the following will have an advantage:
• APAC Payroll experience
• BPO or Shared Services experience
• HR outsourcing experience
• Payroll certification
• SAP HCM Payroll experience
• Workday Payroll experience
• ADP payroll knowledge
• Experience supporting multinational clients

Key Performance Indicators (KPIs)

• Payroll accuracy (99.8% or above)
• On-time payroll delivery
• SLA achievement
• Client satisfaction (CSAT)
• Error rate
• Productivity targets
• First-time resolution rate for payroll inquiries
• Compliance with statutory deadlines
• Audit compliance
• Process improvement contributions

Personal Attributes

• Detail-oriented with strong numerical accuracy.
• Excellent analytical and problem-solving skills.
• Customer-focused with a service-oriented mindset.
• Able to work effectively in a fast-paced BPO environment.
• Strong communication and interpersonal skills.
• High level of integrity and confidentiality.
• Team player with a proactive attitude.
• Willing to support payroll processing during peak payroll cycles and statutory deadlines.

Career Progression

Successful candidates may progress to:

Senior Payroll Executive

Assistant Manager, Payroll Operations

Payroll Operations Manager

AVP, Payroll Operation

VP, Payroll Operations

SVP, Payroll Operations

Success Measures

Within the first 3 months, the Payroll Executive / Senior Executive is expected to:
• Independently process payroll for assigned Japanese clients with high accuracy.
• Consistently meet payroll processing deadlines and SLAs.
• Build strong working relationships with clients and internal stakeholders.
• Maintain compliance with Japanese payroll legislation and statutory requirements.
• Deliver excellent bilingual support in Japanese and English.
• Contribute to continuous improvement initiatives that enhance payroll quality and operational efficiency.

About OSHRS

OSHRS, an AscentHR company, is a leading payroll and HR outsourcing provider serving organisations across Japan and the Asia-Pacific region. We specialise in payroll processing, HR administration, statutory compliance, and workforce solutions, helping organisations manage their people operations with confidence, accuracy, and compliance.

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