Administration Executive

Caldbeck MacGregor; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading distribution company in Malaysia is seeking an Administrative Executive to provide day-to-day administrative and support functions. This role will support sales, logistics, and customer service activities within the wine distribution sector. Ideal candidates will possess strong organizational skills, at least 2–3 years of administrative experience, and proficiency in Microsoft Office. Candidates with experience in the alcohol distribution industry are preferred. The position offers opportunities to work in a dynamic environment committed to quality and teamwork.

Qualifications

• Minimum 2–3 years of administrative experience in FMCG, distribution, logistics, or F&B.
• Experience in a wine or alcohol distribution environment is an advantage.

Responsibilities

• Manage daily office operations, including correspondence and documentation.
• Assist the sales team with quotations and order processing.
• Liaise with warehouse and logistics teams on stock movement.

Skills

Organisational skills

Attention to detail

Microsoft Office proficiency

Logistics coordination

Customer service

Education

Diploma or Degree in Business Administration

Job description

The Administrative Executive provides day-to-day administrative, coordination, and support functions to ensure smooth operations across the business. This role is crucial in supporting the sales, logistics, warehousing, and customer service activities of a wine distribution company. The ideal candidate is organised, detail-oriented, proactive, and passionate about contributing to a company that values quality, craftsmanship, and excellence.

Key Responsibilities

1. Office & Administrative Management

• Manage daily office operations including correspondence, filing, documentation, and supplies.
• Maintain accurate records, contracts, purchase orders, invoices, and delivery documents.
• Coordinate appointments, meetings, calendars, and travel arrangements.
• Handle incoming calls, emails, and inquiries professionally.
• Assist the sales team with quotation preparation, order processing, and customer follow-ups.
• Maintain customer databases, ensuring all information is current and accurate.
• Prepare sales reports, inventory summaries, and delivery schedules as required.
• Provide exceptional customer service, addressing enquiries related to product availability, order status, and delivery timelines.

3. Logistics & Coordination

• Liaise with warehouse and logistics teams on stock movement, delivery arrangements, and shipment tracking.
• Prepare delivery orders, packing lists, and product release documentation.
• Coordinate with suppliers, freight forwarders, and customs agents for import documentation (e.g., invoices, packing lists, certifications).

4. Compliance & Documentation

• Ensure all administrative processes comply with industry, import, excise and food & beverage regulations.
• Maintain records for product certifications and labeling compliance.
• Support audits and regulatory reporting requirements.
• Assist with basic bookkeeping tasks such as invoice processing, payment tracking, and petty cash management.
• Support monthly inventory counts and reconciliation of stock records.
• Prepare management reports and presentations as required.

Core Skills

• Strong organisational and multitasking skills
• High attention to detail and accuracy
• Ability to manage confidential information professionally
• Proficient in Microsoft Office (Excel, Word, PowerPoint)
• Experience with inventory or ERP systems (preferred)

Industry-Related Competencies

• Understanding of wine product categories (basic knowledge or interest is a plus)
• Familiarity with import documentation and excise duties (advantageous)
• Ability to coordinate logistics for fragile or regulated products
• Customer-centric mindset
• Strong teamwork and collaboration
• Proactive problem-solving skills
• Willingness to learn about wine products and the distribution industry
• Ability to work in a fast-paced, dynamic environment
• Adaptability when dealing with multiple stakeholders (suppliers, customers, logistics partners)

Values We Look For

Integrity & Responsibility

We value individuals who demonstrate honesty, accountability, and reliability in handling sensitive documents and operations.

Customer Commitment

We prioritise delivering an exceptional experience to customers and partners through service excellence.

Team Spirit

We believe in collaboration and supporting one another to achieve collective goals.

Curiosity and a willingness to learn about wines, products, processes, and systems are essential in this industry.

Qualifications

• Diploma or Degree in Business Administration, Supply Chain, Office Management, or related field.
• Minimum 2–3 years of administrative experience, ideally in FMCG, distribution, logistics, or F&B.
• Experience in a wine or alcohol distribution environment is an added advantage.

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