3PL Administration Coordinator (Freight Industry)

Career Wise; Penang; On-site; MYR 33,480 - 50,220; Full time

Job summary

Career Wise is looking for a Warehouse Administration professional in Penang, Malaysia. The role involves entering and managing warehouse data, ensuring accuracy in billing and records, and supporting inventory management. Candidates should have at least 1-3 years of relevant experience, with strong attention to detail and good communication skills. Familiarity with CargoWise and intermediate Excel proficiency are preferred. This position plays a critical role in maintaining data integrity for warehouse operations.

Qualifications

• Minimum 1-3 years of working experience in related field.
• Ability to follow structured processes.
• Experience supporting Australian operations.

Responsibilities

• Enter and update warehouse jobs in the system.
• Validate key information for inbound processing.
• Maintain accurate inventory records in the system.
• Assist in preparing billing data for invoicing.
• Maintain high levels of accuracy across all system entries.

Skills

Data entry experience

Attention to detail

Good written English communication

Intermediate Excel skills

Understanding of 3PL/warehouse operations

Tools

CargoWise or similar WMS systems

Job description

Key Responsibilities

1. Warehouse Job Entry & Activity Processing

• Enter and update warehouse jobs in the system, including:
• Inbound receipts
• Putaway activities
• Outbound orders
• Stock adjustments
• Ensure all activities are recorded against the correct client and job reference
• Maintain real-time accuracy of warehouse transactions

2. Inbound Processing (Receipts)

• Enter receipt data into the system based on warehouse documentation
• Validate key information:
• SKU details
• Quantities received
• Carton/pallet configuration
• Flag discrepancies between expected vs received stock
• Ensure receipt activities are completed in system within agreed timeframes

3. Outbound Orders & Dispatch Support

• Enter outbound orders into the system (if not EDI integrated)
• Validate order details including:
• Pick quantities
• Delivery instructions
• Update order statuses as dispatch progresses
• Assist with documentation preparation where required

4. Inventory Management Support

• Maintain accurate inventory records in the system
• Process stock adjustments as instructed by warehouse team
• Assist with cycle count and stocktake data entry
• Investigate and flag stock discrepancies

5. Billing & Charge Entry (Critical Function)

• Accurately enter billable warehouse activities, including:
• Labour (ADLAB)
• Receipt fees (WIBASE)
• Admin charges (WIGADMIN)
• Putaway (WPUTAWAY)
• Container unpack (WUNPAC)
• Carton supply (WCATRON / WOCARTON)
• Ensure all activities are captured and billed correctly
• Validate charges against rate cards and client agreements
• Flag missing revenue or incorrect billing entries

6. Invoice Preparation Support

• Assist in preparing billing data for weekly/monthly invoicing
• Cross-check system charges against operational activity
• Identify and elevate discrepancies prior to invoice generation
• Ensure completeness of billing data

7. Data Integrity & System Accuracy

• Maintain high levels of accuracy across all system entries
• Ensure consistent use of codes, references, and charge types
• Identify trends in errors or missing data and report to management

8. Document & Record Management

• Maintain organised digital records of:
• PODs
• Warehouse documentation
• Client instructions
• Ensure documents are correctly linked to jobs in the system

9. General Administrative Support

• Assist the 3PL team with ad‑hoc admin tasks
• Support reporting requirements where needed
• Liaise with onshore team for clarifications

Key Performance Indicators (KPIs)

• Data entry accuracy rate (target: 99%+)
• Billing accuracy and completeness
• Turnaround time for processing receipts, orders, and charges
• Number of missed billable activities
• Inventory data accuracy
• Timeliness in completing admin task

Skills & Experience

• Experience in data entry or warehouse/3PL administration
• Minimum 1‑3 years of working experience in related field
• Strong attention to detail and accuracy
• Good written English communication skills
• Ability to follow structured processes
• Intermediate Excel skills
• Experience with CargoWise or similar WMS systems
• Understanding of 3PL/warehouse operations
• Exposure to logistics billing or rate cards
• Experience supporting Australian operations