Job Description

Inventory Support:

• Monitor and update daily inventory records in coordination with warehouse staff.
• Assist in stock movement tracking, stock count, and stock reconciliation processes.

Sales Order Processing:

• Process customer orders, issue invoices, and follow up on delivery schedules.
• Coordinate with logistics and fulfilment teams to ensure timely dispatch and delivery.
• Maintain accurate records of sales orders and customer transactions.

Administrative Tasks:

• Handle general office administration including document filing, correspondence, and reporting.
• Assist in preparing operational reports and data entry tasks.
• Liaise with internal departments and external vendors as required.

Operational Support:

• Support day-to-day coordination between warehouse, sales, and management teams.
• Provide clerical and administrative support to ensure smooth business operations.

Team Supervision & Support:

• Lead and supervise the Office Operation Staff in their day-to-day tasks.
• Ensure smooth execution of inventory updates, sales order processing, and administrative support.
• Conduct regular task reviews and provide on-the-job guidance.

Inventory & Order Coordination:

• Oversee inventory accuracy and stock movement documentation.
• Coordinate end-to-end sales order flow, from order entry to fulfilment and invoicing.
• Work closely with warehouse and logistics teams to ensure timely delivery and reporting.

Administrative Oversight:

• Ensure all office records, reports, and documentation are accurate, up-to-date, and well organized.
• Develop SOPs and workflows to improve efficiency and consistency in operations.

Reporting & Analysis:

• Prepare daily, weekly, and monthly reports on inventory levels, order status, and operational KPIs.
• Identify bottlenecks or issues and recommend solutions to management.

Cross-functional Coordination:

• Act as liaison between operations, sales, warehouse, and finance teams.
• Ensure compliance with company policies and procedures.

Warehouse Operations Management:

• Oversee daily warehouse activities including inbound receiving, inventory storage, order picking, packing, and outbound dispatch.
• Always ensure adherence to SOPs and safety standards.

Inventory Control:

• Monitor stock movement and ensure inventory accuracy through regular cycle counts and reconciliation.
• Coordinate with Office Operation team on inventory reporting and stock availability.

Team Supervision & Performance:

• Lead and assign tasks to warehouse assistants or operators.
• Conduct performance reviews, provide training, and ensure productivity targets are met.

Process Improvement:

• Identify and implement improvements in warehouse layout, material flow, and operational efficiency.
• Work closely with the Office Operation Coordinator to improve order processing and inventory coordination.

Reporting & Documentation:

• Prepare daily and monthly warehouse operation reports, including stock variance, space utilization, and receiving/distribution KPIs.
• Maintain accurate and up-to-date records of inventory, shipments, and damages.

Compliance & Safety:

• Ensure proper safety practices are followed in the warehouse.
• Maintain housekeeping and enforce the use of PPE and other health & safety measures.

Coordination with Other Departments:

• Liaise with purchasing, sales, and logistics teams to align inventory and delivery schedules.
• Provide feedback to management on operational bottlenecks and suggest corrective actions.

Job Requirements

• Diploma or Degree in Business Administration, Logistics, Supply Chain, or related fields. Diploma or Degree in Business Administration, Operations Management, Supply Chain, or related fields. Diploma or Degree in Logistics, Supply Chain Management, Warehouse Management, or related fields.
• Minimum 1–2 years of working experience in administrative support, preferably in warehouse/inventory or sales operations.
• Minimum 3–5 years working experience in office operations or administrative coordination, with at least 1 year in a supervisory or coordinator role.
• Minimum 3–5 years of experience in warehouse operations, with at least 1–2 years in a supervisory or coordinator role.
• Strong leadership and team management capabilities.
• Familiarity with WMS (Warehouse Management Systems) and inventory software (e.g., SAP, Odoo, or equivalent).
• Solid understanding of warehouse workflows, including receiving, storage, order picking, and dispatch.
• Competency in MS Excel and reporting tools.
• Ability to work under pressure and manage multiple priorities.
• Good command of English and Bahasa Malaysia.
• Preferred Experience working with e-commerce or 3PL (third-party logistics) is an added advantage.
• Experience in an e-commerce, distribution, or 3PL company.
• Experience in e-commerce fulfillment, 3PL, or fast-moving consumer goods (FMCG) warehouse operations.

Skills