EXECUTIVE ADMIN (INBOUND LOGISTIC SECTION)

Port of Tanjung Pelepas; Gelang Patah; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading logistics company is seeking an Executive Admin to manage warehouse documentation and compliance activities. The role requires a detail-oriented individual with experience in document control and proficiency in Microsoft Office. Responsibilities include maintaining audit readiness, supporting data management, and coordinating documentation processes to ensure operational efficiency.

Qualifications

• Minimum 2 years in admin or document control, preferably in logistics or supply chain.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Strong organizational and filing skills.

Responsibilities

• Manage warehouse documentation for compliance and audit readiness.
• Support logistics team in data entry and reporting.
• Ensure timely document uploads and accuracy.

Skills

Organizational skills

Analytical thinking

Problem-solving

Communication

Detail-oriented

Education

SPM / STPM or equivalent

Tools

Microsoft Office

ERP systems

Job description

Role Overview:

The Executive Admin is responsible for supporting daily warehouse documentation activities and maintaining accurate records for logistics and quality compliance. This role ensures effective document control (both physical and digital), facilitates audit readiness, and supports the operational functions of the inbound logistics team.

Primary Objective:

To coordinate and manage warehouse documentation, including shipment records, inspection reports, and quality compliance materials. The role ensures document accuracy, version control, proper filing, and supports system uploads for regulatory declarations (e.g., K1 documentation).

Role Impact:

• Ensures inventory accuracy and stock availability through proper documentation
• Maintains audit readiness and compliance to regulatory and internal standards
• Supports quality assurance and warehouse system performance

Key Responsibilities & Deliverables:

1. Warehouse / Inventory Documentation

• Prepare and process inbound shipment documents
• Compile and file incoming inspection reports and NCRs
• Maintain updated calibration and inspection documentation
• Record and assist in managing quality non-conformances
• Coordinate with vendors on defective material handling

2. Data Management & Reporting

• Support logistics team in daily data entry and report generation
• Upload required documents into the system (e.g., for K1 declaration)

3. Audit & Compliance Support

• Maintain compliance documentation as per supply chain management standards
• Ensure traceability of all warehouse documents for audit readiness

4. Ad Hoc Support

• Assist in warehouse-related events and any other administrative tasks under the Supply Chain Division

Key Deliverables Measured By:

• Timeliness and accuracy of document uploads
• Daily and weekly inbound posting records
• Outbound and put-away checking records
• Compliance with audit and quality standards

Qualifications & Skills:

Qualifications:

• SPM / STPM or equivalent qualification in a related field

Experience:

• Minimum 2 years of experience in an administrative or document control role, preferably within logistics, supply chain, or warehouse environment

Skills:

• Proficient in Microsoft Office (Excel, Word, Outlook)
• Familiar with ERP systems
• Strong organizational and filing skills (digital & physical)
• Analytical thinking and problem-solving mindset
• Independent, self-motivated, and detail-oriented
• Good communication and interpersonal skills
• Adaptable to change and capable of working under pressure