Payroll & Employer
HR Shared Services Malaysia
JTKSM-licensed HR shared services for Malaysia-based employers
Full HR back-office under JTKSM EA Licence C No. 1432 - EPF/HRD Corp/SOCSO processing, employment contracts, EA Form filing, work pass administration, statutory reporting, and HR helpdesk. 12-month minimum term with 1-month refundable deposit. For Malaysia-based employers; regional equivalents via Payroll Outsourcing and BPO.
24+ years
of regional HR group heritage
EA C No. 1432
regional HR practice - SSM No. 202301013641 (1507563-K)
9 entities
across 5 SEA markets
5 markets
MY · SG · TH · VN · ID
How it works
1
Scope
Confirm which HR functions to outsource - payroll, employee lifecycle (onboarding/offboarding/transfers), benefits administration, leave management, HR data and reporting, employee helpdesk, statutory and compliance reporting, work pass applications and renewals. Map current state, gaps, and target service levels before any contract is issued.
2
Onboard
Migrate employee master data, configure HR workflows across each in-scope function, integrate with your HRIS or finance systems, document approval matrices and escalation paths. Parallel run for one cycle (typically one month) to validate accuracy before live cutover.
3
Run
Monthly operations across every in-scope function - payroll in local currency, statutory contributions, benefits processed, leave balances updated, employee queries handled, work pass applications and renewals filed with the Immigration Department under our EA Licence C No. 1432, statutory reporting submitted on time. Monthly KPI dashboard delivered.
4
Improve
Quarterly service review covering accuracy, on-time delivery, work pass turnaround, exception rates, and employee satisfaction. Scale headcount up or down, add or drop in-scope functions, optimise workflows as your organisation evolves.
HR shared services in Malaysia, backed by 24+ years of group heritage
The Malaysian HR administration that goes wrong is the part with deadlines attached. EPF, SOCSO and EIS contributions due by the fifteenth each month, monthly tax deductions to LHDN alongside them, EA Forms into employees' hands before the end of February so they can file, the employer return in March, and CP21 clearance for anyone leaving the country for more than three months. For foreign staff there is an Employment Pass with its own renewal clock that cannot be allowed to drift. Each item is small and each has a date, and a company running them from one coordinator's calendar finds the gaps during an audit rather than before it. We run that layer through People Profilers (Services) Sdn. Bhd., alongside recruitment, payroll and employer of record work in the same market.
What's included in our HR Shared Services
Everything below is inside the monthly fee. What moves the number is not headcount alone but how many of your people hold passes, because renewal tracking carries more work and more consequence than a domestic record does.
HR function coverage
- ✓Payroll, benefits, leave, employee data
- ✓Onboarding, offboarding, employee lifecycle
- ✓HRIS administration, employee helpdesk
- ✓Performance review & appraisal coordination
Work pass + statutory
- ✓EP, Work Permit applications & renewals
- ✓EPF, SOCSO, EIS and the HRD Corp levy Malaysia filings
- ✓EA Form, CP21, country-equivalent annual returns
- ✓JTKSM Licence C No. 1432 - required for work pass apps
Service levels + reporting
- ✓Documented SLAs per in-scope function
- ✓Monthly KPI dashboard + variance reporting
- ✓Quarterly service reviews + continuous improvement
- ✓Audit-ready records archived for statutory retention
Engagement letters spell out every fee in writing before onboarding. Engagements have a 12-month minimum term with one month's fees held as a refundable security deposit. The HR staff delivering your outsourced function are People Profilers employees - hired, managed, and retained by us, so the operational, regulatory, and employment risk sits with us. If you need full HR function transfer WITHOUT the work pass / EA dimension (typically because your workforce is local-only), see our broader-scope BPO Services.
When HR shared services makes sense in Malaysia
Three situations account for most of it here, and one boundary worth being clear about.
The filing calendar has outgrown one person
Contributions by the fifteenth, EA Forms before the end of February, the employer return in March. None of it is difficult and all of it has a date. Once headcount passes the point where one coordinator can hold the calendar in their head, the gaps start appearing in the records rather than in anyone's inbox.
A mixed local and foreign-pass workforce
Citizens, permanent residents and Employment Pass holders are treated differently for EPF, and differently again for tax. Add pass renewals and CP21 clearance for departures and the reconciliation becomes the job. This is where in-house HR administration most often gets it wrong.
A foreign parent with no HR administration here
Overseas headquarters with a Malaysian team who need records, filings and employee queries handled locally without building the function. You get the administration to a documented standard and a single point of contact.
One boundary worth stating: you remain the legal employer of your team throughout. We administer. If you want us to be the employer instead, that is Employer of Record. If you want a whole function handed over against a service level rather than the HR layer specifically, that is BPO Services.
HR SHARED SERVICES
The HR administration layer, without the headcount
Employee records, EPF, SOCSO and EIS enrolments and statutory filings maintained · Employment Pass renewals tracked so status never lapses · Escalation to licensed advisory when needed
Industries & Functions We Cover
HR Shared Services support spans every major Malaysia and SEA industry. People Profilers has run outsourced HR functions for clients across these sectors for 24+ years - your operation will be administered by people who understand your sector's workforce composition, pass-holder mix, and statutory nuances.
Aerospace & Aviation
Licensed aircraft engineers, avionics technicians, MRO project managers and aerospace QA around Subang, Sepang and Senai.
Automotive
Sales and aftersales managers, service centre leads, parts and inventory specialists, and EV product roles with distributors and component makers.
Banking & Financial Services
Relationship managers, credit and investment analysts, compliance and AML officers and risk managers across BNM-licensed institutions, takaful and Islamic finance.
Biotechnology & Pharmaceutical
Regulatory affairs, QA and QC, process and validation specialists, medical science liaisons and commercial roles for manufacturers and distributors.
Chemical
Process and production engineers, EHS officers, technical sales and plant supervisors across specialty and petrochemical operations.
Construction & Civil Engineering
Project managers, site and structural engineers, quantity surveyors, contracts managers and safety officers on Klang Valley and Iskandar developments.
FMCG & Retail
Brand and category managers, trade marketing, key account managers and retail operations across a dispersed peninsular sales force.
Healthcare
Medical representatives, clinical operations, pharmacists, nursing leadership and hospital administration for private groups and device companies.
IT & Telecommunication
Software engineers, DevOps, product managers, network and infrastructure specialists and technical sales across KL, Cyberjaya and the Penang corridor.
Logistics & Transportation
Warehouse and operations supervisors, freight forwarders, customs specialists, fleet and procurement roles around Port Klang, KLIA and Johor.
Marine & Offshore Engineering
Naval architects, marine and subsea engineers, project and vessel operations roles, and HSE specialists for yards and offshore support.
Media & Publishing
Account managers, content and digital marketing specialists, designers, editors and PR executives across agencies and publishers.
Oil & Gas
Drilling, process and reservoir engineers, HSE coordinators, project controls and commercial analysts, including upstream and Sarawak and Sabah postings.
Real Estate & Property
Property and leasing managers, investment and asset managers, facilities leads and property consultants for developers and REITs.
Semiconductor
Process, equipment and test engineers, yield and reliability specialists, production supervisors and supply chain roles across the Penang and Kulim clusters.
Frequently asked questions
What's the difference between HR Shared Services and BPO Services?
Scope and licensing. Both services are function-transfer outsourcing - People Profilers hires the staff who deliver the function and runs the operation on documented SLAs. The differences are what's in scope and which PP entity delivers the engagement.
HRSS is HR-only scope, including work pass and immigration applications on your behalf. Delivered through Agensi Pekerjaan People Profilers Malaysia Sdn. Bhd. (SSM No. 202301013641 (1507563-K)) under JTKSM Employment Agency Licence C No. 1432 - the licence required to file work pass applications for client employees. HRSS suits employers with EP / PVP / Work Permit workforce who need ongoing immigration coordination as part of their HR function.
BPO Services is open-scoped - any recurring business process (HR, payroll, reception, document admin, customer support, finance support, etc.) BPO suits employers who want broad back-office outsourcing without work pass scope, or whose workforce is local-only.
Both services use the same commercial framework - 12-month minimum term with one month's fees held as a refundable security deposit. Many clients use both: HRSS for the HR + work pass piece, BPO for the non-HR functions.
Who is the legal employer when I engage People Profilers HRSS?
People Profilers is the legal employer of the HR staff who deliver your outsourced function. When you hand your HR function over to us - payroll, employee lifecycle, benefits, work pass applications, statutory reporting - the people who carry out that work are our employees, hired and managed by us under Agensi Pekerjaan People Profilers Malaysia Sdn. Bhd. (SSM No. 202301013641 (1507563-K)). We hire, train, retain, and direct them; you receive the function delivered to documented SLAs.
Your own non-HR employees (the rest of your workforce) remain your employees under your existing terms. Only the headcount delivering the HRSS function sits on PP's payroll.
Malaysia HRSS is delivered through Agensi Pekerjaan People Profilers Malaysia Sdn. Bhd., holding JTKSM Employment Agency Licence C No. 1432 - the licence that authorises us to file work pass applications on your behalf. For multi-country engagements, the relevant in-country PP entity is the legal employer in each market.
How is HRSS different from your standalone Work Pass & Immigration service?
Depth. Work Pass & Immigration is a standalone advisory and filing service - you keep running your HR function in-house, and you engage us to file work pass applications (EP, Work Permit, dependant passes), handle renewals, and advise on immigration compliance. We don't run your HR; you do.
HRSS is full HR function transfer. We run payroll, employee lifecycle, benefits, statutory reporting and the work pass applications - all under one engagement, one EA licence, one operational team. The work pass piece is one part of a much broader scope.
Choose Work Pass & Immigration if you have a competent in-house HR team and just need an EA-licensed partner for immigration. Choose HRSS if you want the entire HR function (including work pass) handed over.
How does the engagement and pricing work?
A monthly fee against a documented service level, scoped to headcount and to how many employees hold passes. Twelve-month minimum term with a one-month refundable deposit.
You stay the legal employer, so statutory contributions are yours and are remitted in your name. We calculate, file and evidence them.
Where a matter needs licensed advisory input beyond administration, we say so and escalate rather than improvising.
How do you handle data security and employee privacy?
Employee records stay with named handlers on our team and access is by role. Personnel files, contribution records and pass documents sit in controlled storage rather than being circulated as attachments.
Employees see only their own records. Your HR or finance lead sees the full register and the filing calendar.
Records are retained in an audit-ready form for the statutory period and produced on request.
What does the transition look like if we move from in-house HR or multiple vendors?
Records first, then filings, then employee-facing queries. We reconcile your employee master data against the EPF and SOCSO registrations before anything moves, because that is where discrepancies usually sit and finding them deliberately is far cheaper than having them found for you.
Where pass holders are involved we map Employment Pass expiry dates as part of the migration, since a renewal missed during a handover is slow and expensive to unwind.
Timing matters. Moving mid-year means the EA Form for that year is built from two sets of records, so where there is a choice we cut over from January.
Explore our other services
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