ADMIN EXECUTIVE

Five Stars Fruit Sdn Bhd; Kuala Lumpur; On-site; MYR 33,000 - 56,000; Full time

Job summary

Five Stars Fruit Sdn Bhd is seeking a responsible Admin Executive to support daily administrative and operational activities in Kuala Lumpur. The role covers administration, inventory coordination, export documentation, shipment coordination and general operational support.

The successful candidate will work with Management, Production, QA/QC, Warehouse, Logistics and Accounting teams to ensure smooth daily operations and proper documentation.

Qualifications

• Diploma or degree in Business Admin, Management, Logistics, Supply Chain or Accounting.
• 2-4 years of relevant working experience in administration, operations, logistics, inventory or manufacturing.
• Experience with export documentation and shipment coordination is an advantage.

Responsibilities

• Administrative & Operations Support: Handle daily administrative and operational matters and maintain documents.
• Inventory & Stock Administration: Record and monitor stock movement and perform stock reconciliations.
• Export Documentation & Shipment Coordination: Prepare export docs and coordinate shipments with customers and forwarders.
• Accounting & Documentation Support: Assist with purchasing/sales documents and basic accounting tasks.
• Reporting & Record Keeping: Prepare regular admin/inventory/operational reports and file records.

Skills

Excel

Google Sheets

Communication

Attention to detail

Organisational skills

Independent worker

Education

Diploma / Degree in Business Admin / Management / Logistics / Supply Chain / Accounting

SPM or equivalent

Tools

ERP

WMS

Accounting systems

Microsoft Office

Job description

We are looking for a responsible, organised and detail-oriented Admin Executive to support our daily administrative and operational activities. The role will involve administration, inventory coordination, export documentation, shipment coordination and general operational support.

The successful candidate will work closely with Management, Production, QA/QC, Warehouse, Logistics and Accounting teams to ensure smooth daily operations and proper documentation.

Key Responsibilities

1. Administrative & Operations Support

Handle daily administrative and operational matters.

Prepare, maintain and organise company documents and records.

Coordinate information and documents between departments.

Follow up on outstanding tasks, documents and operational matters.

Assist management with reports, data collection and administrative tasks.

Ensure proper filing and record-keeping.

2. Inventory & Stock Administration

Maintain accurate records of raw materials, packaging materials and finished goods.

Record and monitor stock receiving, issuing and movement.

Assist with regular physical stock checks and stock reconciliation.

Investigate and follow up on stock discrepancies.

Monitor stock levels and highlight shortages, excess or damaged stock.

Ensure stock records in the system / Google Sheets / WMS are updated accurately.

Assist with monthly stock counts and inventory reconciliation.

3. Export Documentation & Shipment Coordination

Coordinate export orders and shipment arrangements.

Prepare and coordinate export documentation, including commercial invoices, packing lists, shipping documents and other relevant documents.

Ensure export documents are accurate and completed within the required timeline.

Coordinate with customers, freight forwarders, shipping agents and internal departments.

Follow up on container bookings, loading schedules and shipment arrangements.

Monitor shipment status and follow up on outstanding documentation.

Maintain proper records of export shipments and supporting documents.

4. Accounting & Documentation Support

Assist the Accounting team with administrative documentation relating to purchases, sales and stock.

Check invoices, purchase orders, delivery orders and supporting documents where required.

Assist with stock reconciliation between operational records and accounting records.

Follow up on missing or incomplete documents.

Basic knowledge of accounting and accounting systems is an added advantage.

5. Reporting & Record Keeping

Prepare daily, weekly and monthly administrative, inventory and operational reports.

Maintain accurate records and supporting documents.

Assist in preparing documents for audits, certifications and inspections.

Ensure documents are properly filed and easily retrievable.

Requirements

Diploma / Degree in Business Administration, Management, Logistics, Supply Chain, Accounting or related field.

SPM or equivalent qualification. Enthusiastic individuals who are looking for a dynamic and responsible role, with a willingness to learn and adapt quickly, are encouraged to apply.

SPM or equivellent and

2-4 years of relevant working experience in administration, operations, logistics, inventory or manufacturing.

Experience in food manufacturing, cold chain or export operations is an advantage.

Experience in export documentation and shipment coordination is an advantage.

Good Microsoft Excel and Google Sheets skills.

Experience with ERP, WMS or accounting systems is an advantage.

Basic accounting knowledge is an added advantage.

Good communication and coordination skills.

Strong attention to detail and organisational skills.

Able to work independently and follow up on tasks.

Responsible, proactive and willing to be hands‑on.

Possess own transport.

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as an Administration Executive?
• Which of the following Microsoft Office products are you experienced with?
• Do you have data entry experience?
• How would you rate your Mandarin language skills?