Admin & Operation Executive

Winstar Aluminium Manufacturing Sdn Bhd; Kuala Lumpur; On-site; MYR 45,000 - 78,000; Full time

Job summary

WINSTAR ALUMINIUM MANUFACTURING SDN BHD in Malaysia invites an Administration and Operations Executive to oversee end-to-end order fulfilment, warehouse coordination, delivery scheduling and customer communications.

You will monitor orders from release through to delivery or self-collection, review daily pipelines and collaborate with Admin and Warehouse to ensure stock readiness and timely picking, packing and dispatch.

Qualifications

• Strong follow-up and coordination skills.
• Good organisational and time-management skills.
• Ability to manage multiple orders and priorities simultaneously.
• Strong attention to detail and practical problem-solving ability.
• Good communication and interpersonal skills.

Responsibilities

• Monitor confirmed customer orders from order release until delivery or self-collection is completed.
• Review daily and upcoming orders to ensure required delivery dates are achievable.
• Coordinate with Admin and Warehouse on order priority, stock readiness, picking and packing status.
• Track outstanding and partially fulfilled orders and follow up on delays or incomplete orders.
• Highlight potential fulfilment risks to the Operations Manager before they affect customers.
• Ensure operational issues are followed through until closure.
• Coordinate daily warehouse picking, packing, loading and order preparation activities.
• Plan and coordinate daily and weekly delivery schedules.
• Arrange internal or third-party transport based on order size and delivery requirements.
• Monitor orders arranged for customer self-collection and ensure readiness.
• Maintain accurate operational status for picking, packing, delivery, self-collection and outstanding issues.
• Assist with stock checks and cycle counts and investigate stock discrepancies.
• Coordinate return and exchange cases with Sales, Warehouse and Admin.
• Support SOP implementation and process improvements.
• Cross-functional coordination with Admin, Sales, Warehouse, Finance, transporters and customers.

Skills

Follow-up & coordination

Organisational skills

Time-management

Multitasking

Communication skills

Tools

Microsoft Excel

Microsoft Office

ERP systems

Job description

· Monitor confirmed customer orders from order release until delivery or self-collection is completed.

· Review daily and upcoming orders to ensure required delivery dates are achievable.

· Coordinate with Admin and Warehouse on order priority, stock readiness, picking and packing status.

· Track outstanding and partially fulfilled orders and follow up proactively on delays or incomplete orders.

· Highlight potential fulfilment risks to the Operations Manager before they affect customers.

· Ensure operational issues are followed through until closure.

2. Warehouse Coordination

· Coordinate daily warehouse picking, packing, loading and order preparation activities.

· Monitor Picking Lists issued to the warehouse and ensure orders are prepared according to priority.

· Check order readiness against required delivery or collection schedules.

· Coordinate suitable packaging for loose, bulk, project and long-length materials.

· Ensure project names and packaging labels are correctly applied where required.

· Follow up on missing, damaged, incorrect or insufficient stock.

· Support warehouse stock arrangement, housekeeping, space utilisation and workflow discipline.

3. Delivery & Logistics Coordination

· Plan and coordinate daily and weekly delivery schedules.

· Arrange internal or third-party transport based on order size, product type and delivery requirements.

· Determine suitable vehicle requirements based on product dimensions, weight, quantity, delivery location, site accessibility and unloading requirements.

· Obtain and compare transport quotations where required.

· Confirm delivery coverage, schedule and transport cost.

· Coordinate with drivers, transporters, Warehouse, Sales and customers.

· Verify delivery address, contact person, site operating hours, access restrictions and unloading requirements before dispatch.

· Monitor delivery progress and resolve delivery-related issues.

· Follow up on failed, postponed or incomplete deliveries.

4. Self-Collection Coordination

· Monitor orders arranged for customer self-collection.

· Ensure goods are ready before the agreed collection date.

· Coordinate with Warehouse and Admin on collection status.

· Follow up on orders that remain uncollected.

· Update relevant parties once collection is completed.

5. Operational Tracking & Reporting

· Maintain accurate operational status for picking, packing, order readiness, delivery, self-collection and outstanding issues.

· Review and update relevant operational trackers and assist in maintaining the Master Order Tracker.

· Prepare daily or weekly summaries of outstanding orders, delayed orders, delivery issues, warehouse bottlenecks and stock-related issues.

· Escalate critical operational issues to the Operations Manager promptly.

6. Inventory & Stock Control Support

· Assist with stock checks and cycle counts.

· Investigate stock discrepancies together with the Warehouse and Admin teams.

· Monitor stock availability for confirmed customer orders.

· Highlight fast-moving, slow-moving or potentially insufficient stock.

· Assist the Operations Manager with stock movement and inventory information.

· Support incoming stock coordination and warehouse space planning.

· Ensure damaged or returned stock is properly identified and segregated.

7. Return, Exchange & Operational Issue Handling

· Coordinate return and exchange cases with Sales, Warehouse and Admin.

· Verify returned quantities and physical condition.

· Record and follow up issues such as wrong delivery, quantity discrepancy, damaged goods, missing items and delivery failure.

· Coordinate replacement delivery or corrective action when approved.

· Ensure cases are properly documented and closed.

8. Process Improvement & SOP Implementation

· Support the Operations Manager in developing and implementing SOPs, checklists, trackers, warehouse controls and delivery processes.

· Identify recurring operational problems and recommend practical improvements.

· Improve visibility of order and warehouse status.

· Support initiatives to reduce missed follow-ups, delivery delays and operational errors.

· Assist in implementing KPIs and monitoring operational performance.

9. Cross-Functional Coordination

· Work closely with Admin on order status, Picking Lists, Delivery Orders, delivery schedules and outstanding orders.

· Coordinate with Sales on delivery requirements, urgent orders, customer expectations and project priorities.

· Coordinate with Warehouse on picking, packing, stock readiness, loading and stock discrepancies.

· Coordinate with Finance on payment-related order release where necessary.

· Coordinate with transporters and drivers on vehicle arrangements, delivery timing and loading/unloading requirements.

· Coordinate with customers on delivery or collection arrangements when required.

10. Documentation & General Operations Support

· Assist with operational documentation where necessary.

· Ensure completed deliveries and operational records are properly handed over for documentation.

· Assist in tracking signed Delivery Orders.

· Support basic data entry and records related to warehouse, delivery, returns and transport activities.

· Maintain proper records for operational reference and audit purposes.

Requirements

Experience

Preferably 2–4 years of relevant experience in operations, order fulfilment, warehouse, logistics, supply chain or distribution.

· Strong follow-up and coordination skills.

· Good organisational and time-management skills.

· Ability to manage multiple orders and priorities simultaneously.

· Strong attention to detail and practical problem-solving ability.

· Comfortable coordinating with warehouse workers and transporters.

· Ability to work independently with minimal supervision.

· Good communication and interpersonal skills.

· Proficient in Microsoft Excel and Microsoft Office.

· Experience with ERP, accounting or inventory systems is an advantage.

· Able to work in both office and warehouse environments.

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Mining, Minerals & Metals 101-1,000 employees

WINSTAR ALUMINIUM MANUFACTURING SDN BHD delivering high quality products and services in aluminium industry since year 2000. We are specialized in manufacturing, marketing and trading of aluminium extrusions, profiles, ladders, accessories and etc. which is widely used in various sectors such as constructions, industries, furniture, agriculture and house-hold sectors.

Our 6-acres manufacturing plant is located at Ijok, Selangor. Our existing integrated production facilities including extrusion presses have an annual production capacity of 10,000 metric tonnes. We constantly develop and sources for new innovative products, ideas and solution to stay ahead of competition within the industry.

WINSTAR ALUMINIUM MANUFACTURING SDN BHD delivering high quality products and services in aluminium industry since year 2000. We are specialized in manufacturing, marketing and trading of aluminium extrusions, profiles, ladders, accessories and etc. which is widely used in various sectors such as constructions, industries, furniture, agriculture and house-hold sectors.

Our 6-acres manufacturing plant is located at Ijok, Selangor. Our existing integrated production facilities including extrusion presses have an annual production capacity of 10,000 metric tonnes. We constantly develop and sources for new innovative products, ideas and solution to stay ahead of competition within the industry.