Logistics Admin Executive

Histotech Engineering; Bayan Lepas; On-site; MYR 28,000 - 45,000; Full time

Job summary

Jora Malaysia is seeking an entry-level Logistics/Shipping Coordinator in Bayan Lepas, Malaysia. The role involves preparing invoices, packing lists, and related shipping documents, and ensuring ERP verification is completed accurately and timely.

You will coordinate with project management, purchasing, and warehouse teams to ensure shipments meet requirements and are documented properly. Familiarity with MS Office and basic ERP is preferred.

Qualifications

• Must understand ISO or other relevant standards.
• Attention to detail and data accuracy in shipping documents.
• Familiar with MS Office (Excel and Word) and ERP/invoicing systems.

Responsibilities

• Prepare invoices, packing lists and other shipping documents according to procedures.
• Verify and validate documents in the ERP system accurately and timely.
• Ensure accuracy and completeness of shipping documents before submission.
• Coordinate with Project Management/Purchasing to arrange shipments.
• Work with warehouse to attach documents such as invoices and packing lists.
• Plan and coordinate with freight forwarders and customs agents for imports/exports.
• Serve as the point of contact for handing over shipments to providers and photograph shipments.
• Update shipment tracking log and share with departments promptly.
• Resolve challenges with departments and escalate when needed.
• Compile and file shipping documents for department records and Finance.

Skills

Attention to detail

Data entry

MS Excel

MS Word

ERP familiarity

Invoicing

ISO standards

Tools

ERP system

Invoicing system

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Prepare invoices, packing lists and other related shipping documents according to company written working instructions and procedures and ensure verification and validation in the ERP system is performed accurately and timely.

Ensure accuracy and completeness of all shipping documents according to regulatory requirements before submission to regulatory bodies or freight forwarders.

Work with the Project Management/Purchasing team to plan and arrange import and export shipments to ensure all shipments are executed according to requirements.

Work with warehouse team members to ensure all shipments are attached with necessary shipping documents such as invoices, packing lists, shipping marks and labels.

Plan, arrange and coordinate with freight forwarders, logistics service providers and custom clearance agents to ensure import and export shipments are handled in a smooth and proper manner.

Serve as the point of contact for handing over shipments to logistics service providers, ensure shipping documents are signed off and take necessary photographs of shipments.

Update the shipment tracking log with all shipping documents and share to respective departments in a timely manner.

Communicate and work to solve any challenges or issues encountered with respective departments and personnel, escalating to Section Head or Manager when required.

Compile and file all shipping documents in a proper manner as department records and hand over a set to Finance in a timely manner.

Plan and arrange shipments to minimize freight cost and environmental impact.

Job Specifications

Entry-level position, with a plus point to have 1-2 years working experience in a logistics environment.

Able to pay close attention to detail and data.

Willingness to work collaboratively with other department team members.

Eagerness to learn and adapt to various logistics changes, tasks and responsibilities.

Familiar with the use of MS Office Excel and Word, with a plus point if familiar with any ERP system or invoicing system.

Must understand and follow the company's established management system practices, such as ISO or other relevant standards.