HR Executive – Payroll & Admin

1. Payroll Processing
Handle monthly payroll processing using AutoCount Payroll.

Prepare salary calculation for office staff, retail staff, promoters, warehouse staff, and part-timers.

Check attendance, overtime, unpaid leave, allowances, commission, claims, deductions, and salary adjustments.

Ensure payroll is accurate and completed before salary payment date.

Prepare monthly payroll reports for management review.

Maintain proper payroll records and supporting documents.

2. Statutory Contributions & HR Compliance
Prepare and submit monthly EPF, SOCSO, EIS, PCB / CP39.

Handle yearly EA Form preparation and distribution to employees.

Handle e-CP22 submission for new employees.

Assist in HR-related statutory updates and ensure company compliance.

Keep proper records for payroll, tax, and employment documentation.

3. Employment Contract & Stamping
Prepare employment contracts, offer letters, appointment letters, confirmation letters, increment letters, warning letters, termination letters, and resignation acceptance letters.

Arrange employment contract stamping when required.

Ensure all staff documents are properly signed, stamped, filed, and recorded.

Maintain proper employee personal files, both physical and digital.

4. Attendance, Leave & Staff Records
Monitor staff attendance, lateness, absenteeism, overtime, leave, MC, and unpaid leave.

Update staff leave balance and attendance records.

Coordinate with outlet supervisors, warehouse PIC, and department heads for attendance confirmation.

Maintain updated staff database including personal details, bank details, emergency contacts, salary details, and employment status.

5. Recruitment Support
Assist in recruitment for retail outlets, consignment counters, warehouse, admin, accounts, and office roles.

Post job advertisements on JobStreet, Indeed, Maukerja, Ricebowl, Ajobthing, social media, or other platforms.

Shortlist candidates and arrange interviews.

Contact candidates through WhatsApp, phone call, or email.

Prepare interview schedules and assist management during hiring process.

Coordinate onboarding documents for new joiners.

6. Onboarding & Offboarding
Prepare new joiner documents and employment forms.

Collect IC, bank details, EPF number, SOCSO details, tax number, emergency contact, and other required documents.

Brief new employees on company rules, attendance, leave, salary payment, uniform, and basic HR policies.

Handle resignation process, final salary calculation, exit checklist, company property return, and resignation documentation.

7. HR Documentation & Filing
Maintain proper filing for:

Employment contracts

Payroll records

EPF / SOCSO / EIS / PCB submissions

EA Forms

e-CP22 submissions

Leave and attendance records

Warning letters

Resignation letters

Staff claims

Personal documents

Ensure documents are well-organised and easy to retrieve for audit, management review, or compliance checking.

8. Staff Claims, Allowances & Commission Support
Check and compile staff claims, transport allowance, meal allowance, OT, commission, and incentives.

Verify supporting documents before payment.

Coordinate with Accounts Department for payment processing.

Maintain monthly record of claims and allowances.

9. Retail & Outlet HR Support
Support HR matters for retail outlets, consignment counters, and warehouse staff.

Coordinate with outlet supervisors / area supervisors on staff attendance, leave, replacement, disciplinary issues, and manpower needs.

Assist in arranging part-time staff, promoter replacement, and urgent manpower support when required.

Follow up on staff uniform, name tag, onboarding documents, and outlet-related HR issues.

10. Disciplinary & Staff Communication
Assist in preparing warning letters, show-cause letters, reminder letters, and disciplinary records.

Follow up with staff on attendance issues, lateness, absence, poor performance, and misconduct.

Maintain proper written records for all HR cases.

Escalate serious staff issues to management.

11. General Admin Support
Assist in general office administration and documentation.

Handle filing, scanning, printing, courier, office supplies, and basic admin coordination.

Support company forms, letters, internal notices, and management documents.

Assist with renewal reminders, staff-related records, and office coordination.

Support management on ad hoc admin tasks when required.


Minimum Diploma / Degree in Human Resource, Business Administration, Accounting, or related field.

At least 2–4 years of experience in HR, payroll, or admin role.

Must have experience using AutoCount Payroll.

Familiar with payroll processing, salary calculation, attendance, overtime, unpaid leave, allowance, commission, and claims.

Familiar with EA Form, e-CP22, EPF, SOCSO, EIS, PCB / CP39 submission.

Knowledge of employment contract stamping will be an advantage.

Good in Microsoft Excel, Word, Google Sheets, and basic reporting.

Able to maintain proper staff personal files and HR documentation.

Able to handle confidential information carefully.

Responsible, detail-oriented, organised, and able to meet deadlines.

Able to work independently without waiting for instruction.

Experience in retail, fashion, F&B, warehouse, or multi-outlet company will be an advantage.