Admin & Operations Executive

BSGIFTS SDN. BHD.; Ipoh; On-site; MYR 36,000 - 60,000; Full time

Job summary

BSGIFTS SDN. BHD. in Ipoh is seeking an Admin & Operations Executive to manage end-to-end order processing and serve as the liaison between sales, production, suppliers and logistics to ensure timely product delivery.

Responsibilities include coordinating purchasing, obtaining quotations, reviewing orders from sales, and communicating specifications to production. The role requires good communication, organization, and proactive follow-up to complete tasks.

Qualifications

• Diploma in Business Administration, Purchasing, Supply Chain, Logistics or related field.
• Experience in order processing, planning, purchasing or sales support is advantageous.
• Good communication and negotiation skills, especially with suppliers and internal teams.
• Strong organizational skills with multiple orders and deadlines.
• Detail-oriented and able to ensure accurate order information.
• Able to work independently and coordinate with Sales and Production teams.
• Proactive and willing to follow up until tasks are completed.

Responsibilities

• Manage end-to-end purchasing and ordering with suppliers.
• Liaise to obtain quotations, confirm availability, pricing and lead times.
• Review printing orders, verify specs, and hand over to Production.
• Communicate art work, quantities, materials and dates to Production.
• Track job progress and update Sales on status.
• Arrange deliveries to customers per schedule.
• Monitor delivery status and report delays or discrepancies.
• Maintain records of purchase orders, quotations, invoices and delivery orders.
• Build relationships with suppliers and source new suppliers as needed.
• Coordinate with warehouse/production for receiving, printing, packing and delivery.
• Perform other purchasing, administrative and operational duties.

Skills

Order processing

Purchasing

Vendor negotiation

Coordination

Communication

Organizational skills

Independence

Education

Diploma in Business Administration / Purchasing / Supply Chain / Logistics

Job description

Job Overview: We are seeking a detail-oriented and proactive Admin & Operations Executive to manage our end-to-end order processing. This role serves as the key liaison between our sales team, production team, external suppliers, and logistics partners to ensure seamless operations and timely product delivery.

Job Responsibilities

Manage and coordinate the end-to-end purchasing and ordering process with suppliers.

Liaise with suppliers to obtain quotations, confirm product availability, pricing, lead times and delivery schedules to warehouse/production.

Receive and review printing orders from the Sales Team, verify job specifications and requirements, and coordinate the handover of confirmed orders to the Production Team for processing.

Ensure all necessary information, including artwork, quantities, materials, printing specifications and required completion dates, is properly communicated to the Production Team.

Follow up with the Production Team on job progress and completion status and keep the Sales Team updated accordingly.

Arrange deliveries to customers or the relevant location according to the required schedule.

Monitor delivery status and promptly communicate any delays, shortages or discrepancies to the relevant teams.

Maintain proper records of purchase orders, supplier quotations, invoices, delivery orders and related documents.

Build and maintain good working relationships with suppliers.

Assist in sourcing new suppliers and obtaining competitive pricing when required.

Coordinate with the warehouse/production team to ensure smooth receiving, printing, packing and delivery of goods.

Perform other purchasing, administrative and operational duties as assigned.

Requirements

Minimum Diploma in Business Administration, Purchasing, Supply Chain, Logistics or a related field.

Experience in order processing, planning, purchasing or sales support will be an advantage.

Good communication and negotiation skills, especially when dealing with suppliers and internal teams.

Good organizational skills with the ability to manage multiple orders and deadlines.

Detail-oriented and able to ensure order information is accurate.

Able to work independently as well as coordinate effectively with the Sales, Production teams.

Responsible, proactive and willing to follow up until tasks are completed.