Distribution Coordinator

Linde; Malaysia; On-site; MYR 100,000 - 150,000; Full time

Job summary

A global provider of industrial gases is seeking a candidate responsible for administrative and operational matters for Bulk Delivery. The role involves coordinating with suppliers, managing inventories, and ensuring compliance with safety standards. The ideal candidate has a Diploma in Logistics or Business Studies, SAP knowledge, and at least 3 years of administrative experience. Strong communication skills in English and local language are essential for success in this role.

Qualifications

• Minimum 3 years working experience in administrative works.
• Presented regularly within a team environment.
• Good team player.

Responsibilities

• Responsible for administration and operational matters for Bulk Delivery.
• Raise purchase requisitions and follow up on approvals.
• Check received items to ensure they are in good condition.
• Maintain inventories for all items.
• Coordinate with the transport team on invoice arrangements.

Skills

Knowledge of SAP applications

Computer literacy (Microsoft Office)

Good command of local language and English

Good interpersonal skills

Good communication skills

Able to work under pressure

Education

Diploma in Logistics or Business Admin Studies

Job description

Purpose of the position

Responsible for administration & operational matters for Bulk Deliver.

Principal responsibilities

• Raise purchase requisition (PR) are required for product purchase and related works. Follow up with approval of PR on time
• Filling of Deliver document including ISO document, PR, invoices etc.
• Coordinating with transport executive to PGR on invoices / Delivery Order.
• Check the item received to ensure received in good condition.
• Communicate with supplier for delivery arrangements.
• Maintain inventories for all items (Vehtech, PPE, Pantry items).
• Weekly follow up on vehicles identified under PPM.
• Monthly follow up with Transport Contractors for SAP PPM maintenance checklist.
• Ensure monthly transportation bills are checked & verified as per Transport Agreement Terms & Conditions.
• Support on Ad hoc Event arrangement.
• Periodic report submission e.g., Monthly safety report, KPI report.
• Any other assignment or task which may be assigned by superior.

Driver Management

• Reviewing driver wise performance score card on periodic basis.
• LCD leave planning and communication with drivers and Ops team.
• LCD drivers welfare problem solving (Salary, Claims, documents).
• Support on Delivery apps performance.
• Apply, monitor and maintain all relevant Drivers & Tankers entry passes including Customer site inductions, Port Pass, Singapore compliance, FTZ.
• Driver attendance report.

Fleet Management (includes tankers, trucks, other equipment)

• Completely accountable and responsible for upkeep of Linde owned assets operating from his/her facility, in case of contracted fleet must ensure Transport Contractor maintains the trucks / trailer as per set guidelines.
• Coordinate with Linde Fleet Maintenance Team (for owned assets) and Contractor’s Maintenance Team (for contractor owned assets) for any Preventive or Corrective Maintenance.
• Support of F&D communication device monitoring of all fleets and ensure upkeeping of all gadgets (OBC, ICC, F&D, Anti-Tow Away, Sensors etc.) fitted in vehicles and function accordingly.
• Monthly follow up with Transport Contractor for tanker washing checklist (FSSC requirements).
• Manage Fuel card and TNG card for LOLO Trucks.
• SST empty declaration exemption.
• GOLD system record for truck downtime.

Safety, Health, Environment & Quality (SHEQ)

• Inventory management for LOLO Drivers and distribution staff (PPE, Safety equipment).
• Working hour report for Distribution staff.
• Unsafe Delivery Corrective Report (UDCR) reporting.
• Job Safety Observation (JSO).
• Contractor Safety Pass (CSP) Vendor registration

Documentation

• Perform accurate and timely bulk delivery document confirmation into GOLD (All products) – Backup.
• Follow up with Transport Contractors and Linde team on delay in returning documents.
• Arrange to send documents/items for courier E.g. yellow delivery note copy to Sunway Pinnacle.
• Sorting documents based on delivery date and product for filing.
• Sending documents to Crown for storage every quarter.
• Segregate GPT documents and request for collection.
• PGSSB self-collection PGR.
• PGI Self collection (Third party).

Required key skills (functional/technical)

• Knowledge of SAP applications
• Computer literate such as Microsoft office Word/ Excel/ Power Point
• Good command of local language and English
• Good interpersonal skills
• Good communication skills, both written & verbal
• Able to work under pressure to meet deadlines and solve problems

Required qualifications/experience

• Minimum Diploma in Logistics or Business Admin Studies or related field
• Minimum 3 years working experience in administrative works
• Has regularly presented within a team environment
• Good team player