Logistic Assistant & Distribution Coordinator

Bee Hua Industrial Gasses Sdn Bhd; Ulu Tiram; On-site; MYR 42,000 - 73,000; Full time

Job summary

Bee Hua Industrial Gasses Sdn Bhd is seeking a Logistics Assistant & Distribution Coordinator in Malaysia to coordinate daily logistics, deliveries and distribution activities under the supervision of the Logistic Supervisor/Head. Responsibilities include preparing daily delivery schedules, coordinating with drivers, tracking vehicles, maintaining records and assisting with stock checks.

You will ensure accurate delivery documentation, timely communication with customers and departments, and

Responsibilities

• Assist in preparing daily delivery schedules and transportation arrangements based on customer orders and operational requirements.
• Coordinate with drivers regarding next-trip planning and vehicle availability.
• Monitor vehicle locations and estimated return times to support planning.
• Update logistics records, delivery schedules and stock movement records daily.
• Prepare Delivery Orders, cash bills, invoices and other delivery documents.
• Record and report discrepancies, missing documents or inaccurate records.
• Monitor daily delivery progress and report delays or issues to the supervisor.
• Support stock checks, warehouse movements and safety procedures.

Job description

Logistic Assistant & Distribution Coordinator

To coordinate and support daily logistics, delivery and distribution activities, including delivery scheduling, customer coordination, GPS tracking, driver preparation, delivery documentation, stock movement records and vehicle administration, under the direction of the Logistic Supervisor/Head.

A. Daily Delivery Coordination

1. Assist the Logistic Supervisor/Head in preparing daily delivery schedules and transportation arrangements based on customer orders, product availability and operational requirements.

2. Review customer orders and coordinate with relevant departments to confirm product availability, delivery requirements and readiness.

3. Arrange daily and same-day deliveries according to customer requirements, available transportation and the approved delivery plan.

4. Communicate approved delivery schedules, delivery sequences, destinations, product quantities and special instructions to drivers.

5. Follow up ongoing deliveries through GPS or other approved vehicle-tracking systems.

6. Update the Logistic Supervisor/Head and relevant departments on delivery status, delays, route changes or other operational issues.

7. Refer urgent requests, scheduling conflicts, significant changes or matters outside delegated authority to the Logistic Supervisor/Head for direction or approval.

B. Driver and Delivery Preparation

1. Check that drivers have the correct products, quantities, delivery documents and required equipment before dispatch.

2. Coordinate with drivers regarding next-trip planning and vehicle availability based on the approved delivery schedule.

3. Monitor vehicle locations and estimated return times to support subsequent delivery planning.

4. Report driver, vehicle, loading, documentation or delivery issues to the Logistic Supervisor/Head promptly.

5. Assist in tracking vehicle maintenance schedules, inspection due dates and related records, and report overdue or outstanding matters to the Logistic Supervisor/Head.

6. Ensure delivery preparation follows the applicable company procedures and safety requirements.

C. Customer Coordination

1. Respond to routine customer enquiries, particularly walk-in customers, regarding:

o Delivery arrangements and delivery status.

o Product availability and readiness.

o Cylinder collection.

o Charges and other logistics-related enquiries.

2. Refer technical, product-quality, pricing-approval, rental-policy or other matters outside delegated authority to the relevant department or the Logistic Supervisor/Head.

3. Follow up customer delivery requests and communicate confirmed arrangements accurately.

4. Record and report customer complaints, unsuccessful deliveries and recurring service issues to the Logistic Supervisor/Head.

D. Documentation and Records

1. Prepare Delivery Orders (DOs), Cash Bills, invoices and other required delivery documents for walk-in customers or assigned transactions in accordance with approved procedures.

2. Maintain logistics and distribution records, including delivery schedules, completed orders, vehicle records and related documents.

3. Update stock cards and assigned stock movement records daily and accurately.

4. Maintain records of warehouse stock movements and executed deliveries.

5. Check that delivery documents are complete, properly filed and readily retrievable.

6. Assist the Logistic Supervisor/Head in preparing logistics reports, operational data and performance summaries.

7. Report discrepancies, missing documents or inaccurate records for review and correction.

E. Delivery and Service Monitoring

1. Monitor daily delivery progress against the approved delivery schedule.

2. Follow up delayed, incomplete, unsuccessful or rescheduled deliveries and report them to the Logistic Supervisor/Head for further direction where required.

3. Assist in identifying delivery service issues, customer complaints and recurring operational problems.

4. Maintain accurate delivery-status updates and supporting records.

5. Support the Logistic Supervisor/Head in maintaining the required standard of delivery service through timely coordination and reporting.

F. Stock, Incoming Materials and Warehouse Support

1. Update assigned stock cards and stock movement records for incoming materials, outgoing products and other logistics-related items.

2. Perform preliminary checks of incoming materials against delivery documents, including checking item descriptions, quantities and visible condition.

3. Record and promptly report discrepancies, damage, shortages, excess quantities or documentation issues to the Logistic Supervisor/Head and relevant department.

4. Ensure that preliminary checks are not treated as formal quality acceptance or rejection. Formal quality acceptance or rejection must be performed by the authorized person or department.

5. Assist with warehouse stock checks, stock reconciliation and investigations into discrepancies as instructed.

6. Support proper receiving, storage, loading, unloading and movement of cylinders, products and materials in accordance with company procedures and safety requirements.

7. Keep assigned stock and movement records updated and report stock shortages or other issues requiring management attention.

G. Compliance and General Support

1. Follow all applicable logistics SOPs, Work Instructions, company rules and safety requirements.

2. Assist in maintaining records required for ISO and other applicable management-system requirements.

3. Support loading, unloading, cylinder movement and other logistics activities when required and appropriately instructed.

4. Maintain good housekeeping and proper organization of logistics documentation and assigned working areas.

5. Assist the Logistic Supervisor/Head in improving daily logistics processes, recordkeeping and work arrangements.

6. Perform other relevant duties assigned by the Logistic Supervisor/Head or Management, within the employee’s competence and delegated authority.

6. Authority

1. Prepare and communicate daily delivery schedules to drivers based on the approved delivery plan and within delegated authority.

2. Make routine delivery-schedule updates where authorized and refer material changes, urgent exceptions or resource conflicts to the Logistic Supervisor/Head for approval.

3. Perform preliminary checks of incoming materials against delivery documents, quantities and visible condition, and record and report discrepancies.

4. Maintain and update assigned delivery, vehicle, stock and logistics records in accordance with company procedures.

5. Coordinate with drivers and relevant departments to obtain delivery-status updates and information required for daily logistics operations.

6. Report unsafe conditions, vehicle defects, driver non-compliance, delivery-documentation issues and stock discrepancies to the Logistic Supervisor/Head.

7. The position does not have independent authority to approve major delivery-plan changes, formally accept or reject materials on quality grounds, authorize disciplinary action or override decisions made by the Logistic Supervisor/Head, unless specifically delegated in writing.

7. Performance Measures

Performance should be assessed according to the following areas, with targets and reporting frequency established by Management based on operational requirements and company performance baselines.

1. Accuracy and timeliness of delivery schedules and delivery-status updates.

2. Accuracy and completeness of delivery documents, Cash Bills, invoices and assigned records.

3. Timeliness of GPS tracking updates and reporting of delivery delays or exceptions.

4. Accuracy and timeliness of stock-card updates and assigned stock movement records.

5. Completion of delivery preparation checks and communication of delivery instructions.

6. Timeliness of reporting vehicle, driver, customer and operational issues.

7. Accuracy of preliminary incoming-material checks and prompt reporting of discrepancies.

8. Compliance with logistics SOPs, Work Instructions, company rules and applicable safety requirements.

9. Proper filing, retrieval and maintenance of logistics and ISO-related records.

Responsiveness in coordinating routine customer enquiries and delivery arrangements.