Payroll & Operations Specialist – Mandarin Speaker

Overview

Payroll & Operations Specialist – Mandarin Speaker Jobs in Petaling Jaya, Selangor, Malaysia at Hebe Beauty Style Malaysia

Title: Payroll & Operations Specialist – Mandarin Speaker

Company: Hebe Beauty Style Malaysia

Location: Petaling Jaya, Selangor, Malaysia

Company Description

Hebe Beauty Style Malaysia is part of HEBE BEAUTY, an international cosmetics group founded in 2018 and dedicated to redefining beauty standards worldwide. The company focuses on delivering high-quality, carefully crafted beauty essentials that are accessible to a broad range of consumers. With a strong presence across Southeast Asia, including Indonesia, Malaysia, Thailand, the Philippines, and Vietnam, HEBE BEAUTY manages a diverse brand portfolio such as Y.O.U Beauty, barenbliss, Dazzle Me, lavojoy, GLAMFIX, formulogic and HUED. By integrating multi-brand innovation and streamlined operations, the company aims to provide outstanding beauty experiences to a global audience. Team members are encouraged to contribute to a mission of empowerment and inclusive beauty for all.

Key Responsibilities:

Payroll Administration

• Lead end-to-end payroll processing, including salaries, allowances, benefits, claims, incentives, commissions, deductions, and final payments, ensuring accuracy, timeliness, and compliance with company policies and statutory requirements.
• Review and validate payroll inputs, payroll variance reports, and supporting documentation for Finance and HR approval.
• Manage employee attendance, leave records, overtime calculations, and payroll-related reconciliations.
• Process and submit monthly and annual statutory contributions and filings, including EPF, SOCSO, EIS, HRD Corp, PCB, EA Forms, Form E, CP8D, and other regulatory requirements.
• Handle payroll-related inquiries and resolve payroll discrepancies in a timely and professional manner.
• Coordinate payroll audits and ensure payroll records are maintained accurately and confidentially.

HR Operations & Administration

• Maintain and update employee information in HRIS, ensuring data integrity throughout the employee lifecycle, including onboarding, employee movements, and offboarding.
• Manage and maintain HR documentation, including personnel files, compensation records, policies, procedures, and employee handbooks.
• Support HR Business Partners and management with day-to-day HR operational requirements.
• Submit and monitor HRD Corp claims and related documentation.
• Ensure compliance with Malaysian employment laws, company policies, and HR operational procedures.

Expatriate Administration

• Manage expatriate employee records, attendance, leave administration, and related documentation.
• Coordinate Employment Pass applications, renewals, and immigration-related matters through appointed vendors.
• Prepare expatriate payroll reports and support expatriate tax filing requirements.
• Liaise with Global HR and relevant stakeholders to ensure accurate and timely expatriate employee data management.

Reporting & Analytics

• Prepare payroll summaries, headcount reports, compensation reports, and management dashboards.
• Generate monthly and ad-hoc HR reports to support business decision-making and HR initiatives.
• Provide payroll, workforce, and compensation data analysis for management review.

Budgeting & Process Improvement

• Support the preparation, monitoring, and tracking of payroll and compensation budgets.
• Analyze payroll-related costs, identify variances, and provide recommendations for cost optimization.
• Drive payroll and HR operational process improvements, system enhancements, and automation initiatives.
• Participate in HR projects and perform additional duties as assigned by management.

Qualifications

• Bachelor's Degree in Human Resources, Business Administration, Accounting, Finance, or a related field.
• Minimum 3 years of experience in payroll administration and HR operations.
• Strong knowledge of Malaysian payroll regulations, employment legislation, statutory contributions, taxation, and year-end payroll processes.
• Hands-on experience managing end-to-end payroll processes, including claims, commissions, incentives, and expatriate payroll administration.
• Proficient in HRIS and payroll systems, with advanced Excel skills and strong numerical accuracy.
• Strong analytical, reporting, and problem-solving capabilities with excellent attention to detail.
• Excellent organizational and time management skills, with the ability to manage multiple priorities and meet strict deadlines.
• Strong communication and stakeholder management skills.
• Proficiency in English, Bahasa Malaysia, and Mandarin (written and spoken) to effectively communicate with regional and local stakeholders.
• Experience in retail, FMCG, beauty, or consumer products industries will be an added advantage.