Logistic & Admin Executive

Private Advertiser; West Coast Division; On-site; MYR 100,000 - 150,000; Full time

Job summary

A logistics company is seeking a candidate in Malaysia for a role coordinating daily logistics operations, managing transport arrangements, and maintaining accurate stock records. The ideal applicant will have a diploma or degree in Business Administration, Logistics, or a related field, along with at least 2 years of relevant experience. Proficiency in Microsoft Excel and communication skills are essential. This full-time role emphasizes the importance of documentation accuracy and effective coordination across multiple departments.

Qualifications

• Minimum 2 years of experience in logistics coordination, sales administration, or credit monitoring roles.
• Preferably within the manufacturing or construction materials industry.

Responsibilities

• Coordinate daily logistics operations, including transport arrangements, delivery scheduling, and order tracking.
• Liaise with transporters, production, QC, and finance teams to ensure smooth delivery.
• Prepare and submit logistics reports, delivery summaries, and cost monitoring updates.

Skills

Coordination

Documentation Accuracy

Communication

Technical Skills

Credit Control Awareness

Education

Diploma or Degree in Business Administration, Logistics, Marketing, or a related field

Tools

Microsoft Excel

Microsoft Word

SAP or order tracking systems

Job description

Coordinate daily logistics operations, including transport arrangements, delivery scheduling, and order tracking.

Liaise with transporters, stockyard, production, QC, and finance teams to ensure smooth delivery flow and proper documentation.

Monitor delivery planning, product dispatch, and customer receipt confirmations to ensure timely fulfillment.

Maintain accurate records of stock movements, finished goods inventory, and stock balances in coordination with the Stockyard Supervisor.

Conduct and assist in physical stock checks on a bi-weekly basis or as required by management.

Prepare and submit logistics reports, delivery summaries, and cost monitoring updates to the Section Head/Manager.

Support delivery negotiations with transporters under management guidance to achieve efficient and cost-effective operations.

Ensure all logistics activities comply with company procedures, safety regulations, and quality standards.

Identify and propose process improvements and cost-saving initiatives related to transportation and stock management.

Perform any ad‑hoc tasks assigned by the Sales & Marketing Manager related to sales administration, documentation, or logistics coordination.

Assist in processing and verifying client and supplier credit facility applications to ensure accuracy and completeness.

Prepare, review, and issue quotations, delivery orders (DOs), and other related documents on a daily basis.

Maintain proper filing and documentation of all sales and logistics records to ensure traceability and compliance with company policy.

Monitor debtor aging reports, follow up with customers on outstanding payments, and coordinate with the Finance Department on collection matters.

Support sales tracking by updating and summarizing key reports such as Delivery Schedules, Stock Movements, Production Reports, and Credit Monitoring sheets.

Assist in preparing and disseminating marketing or sales information to customers, distributors, and resellers via email, WhatsApp, or other digital platforms.

Track customer inquiries, project leads, and follow-up status with contractors, pilers, and open‑market clients.

Compile competitor information, conduct price comparisons, and gather market intelligence as directed by management.

Update and maintain ISO‑related documentation for the Sales & Marketing section, ensuring compliance with internal and external audit requirements.

Provide administrative support for exhibitions, trade fairs, and client visits as required.

Coordination & Multitasking: Strong ability to manage multiple priorities and coordinate effectively across departments.

Documentation Accuracy: Excellent attention to detail in preparing and verifying quotations, invoices, delivery orders, and credit records.

Communication: Strong interpersonal and follow‑up skills with customers, suppliers, and internal stakeholders.

Technical Skills: Proficient in Microsoft Excel and Word; experience with SAP or order tracking systems is an advantage.

Credit Control Awareness: Sound understanding of credit terms, debtor monitoring, and collection procedures.

Qualification

Diploma or Degree in Business Administration, Logistics, Marketing, or a related field.

Minimum 2 years of experience in logistics coordination, sales administration, or credit monitoring roles (preferably within the manufacturing or construction materials industry).

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as an Administration Executive?
• Which of the following Microsoft Office products are you experienced with?
• Do you have previous invoicing experience?