Admin Clerk

Jobstreet Malaysia; Selangor; On-site; MYR 20,000 - 100,000; Full time

Job summary

A logistics and procurement company is seeking an Admin Clerk/Assistant to provide vital support in both the Procurement and Shipping departments. This entry-level role focuses on documentation, system updates, monitoring shipments, and ensuring compliance with company policies. Ideal candidates are detail-oriented, organized, and capable of handling multiple tasks. Familiarity with Microsoft Office is required, while knowledge of ERP systems can be advantageous. The position encourages fresh graduates to apply, making it a great starting point for a career in logistics.

Qualifications

• Fresh graduates are encouraged to apply; prior experience in procurement or shipping administration is an added advantage.
• Able to read and write Mandarin is an added advantage.

Responsibilities

• Assist in preparing and processing Purchase Requisitions (PR), Purchase Orders (PO), and related procurement documentation.
• Monitor incoming import shipments and outgoing export shipments.
• Coordinate with internal departments to ensure accurate information flow.

Skills

Detail-oriented

Organized

Good communication skills

Education

Diploma or Certificate in Business Administration, Supply Chain Management, Logistics, or related field

Tools

Microsoft Office (Excel, Word, email)

ERP/SAP systems

Job description

The Admin Clerk / Assistant (Procurement or Shipping Department) provides administrative and operational support to both the Procurement and Shipping departments to ensure smooth, accurate, and timely execution of purchasing and logistics activities. This role focuses on documentation, system updates, shipment monitoring, coordination with internal teams and external parties, and record-keeping in compliance with company policies and procedures.

This position is suitable for entry-level candidates or junior staff who are detail-oriented and willing to support cross-functional administrative operations.

Key Responsibilities

Procurement Administrative Support

• Assist in preparing and processing Purchase Requisitions (PR), Purchase Orders (PO), and related procurement documentation.
• Assist in sourcing activities by coordinating with suppliers for quotations, delivery schedules, and basic information.
• Maintain and update procurement records, supplier documentation, and filing (physical and electronic).
• Assist in tracking purchase orders, delivery status, and follow up on outstanding items with suppliers.
• Support documentation for procurement of raw materials, consumables, spare parts, and services (local and overseas).
• Assist in ensuring procurement activities comply with company Purchasing Policies and Procedures.
• Support procurement-related audits (ISO, FSC, SIRIM, etc.) by preparing and organizing required documents.
• Perform basic data entry and compilation for procurement reports and supplier performance tracking.

Shipping Administrative Support

• Assist in checking and monitoring incoming import shipments, particularly waste paper, including vessel ETD, ETA, and container movements (vessel discharge and truck-out from Port CY).
• Assist in preparing SIRIM Certificate of Analysis (COA) applications incoming waste paper shipments.
• Assist in checking and monitoring outgoing export shipments, particularly recycled pulp, ensuring alignment with export planning, shipping instructions, packing lists, booking confirmations, and assigned vessels.
• Assist in preparing and maintaining Daily Import and Export Delivery Plans.
• Liaise with freight forwarders (including FC International Freight Forwarding), transporters, and shipping agents regarding shipment arrangements and coordination.
• Assist in preparing, checking, updating, and filing shipping documentation in accordance with company and regulatory requirements.
• Update shipment status, delivery schedules, and logistics records in ERP or internal systems.

General Administrative Duties

• Maintain proper filing and documentation control for both Procurement and Shipping departments.
• Perform data entry, system updates, and basic reporting as required.
• Coordinate with internal departments to ensure accurate information flow.
• Support ad-hoc administrative tasks assigned by superiors or management.
• Ensure confidentiality, accuracy, and timely handling of company records.

Requirements

• Diploma or Certificate in Business Administration, Supply Chain Management, Logistics, or related field.
• Fresh graduates are encouraged to apply; prior experience in procurement or shipping administration is an added advantage.
• Able to read and write Mandarin is an added advantage.
• Familiar with Microsoft Office (Excel, Word, email); experience with ERP/SAP systems is an advantage.
• Detail-oriented, organized, and able to handle multiple tasks.
• Good communication skills and a responsible working attitude.
• Willing to support both Procurement and Shipping departments.

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