Logistics and Warehouse Assistant

XFS SDN. BHD.; Seberang Perai; On-site; MYR 36,000 - 60,000; Full time

Job summary

XFS SDN. BHD. in Malaysia seeks a Logistics/Warehouse Coordinator to manage schedules for inbound/outbound goods and coordinate with suppliers, transporters and internal teams.

You will monitor warehouse activities, ensure accurate stock records and prepare essential shipping documents. The role requires a Diploma in Logistics or related field, proficiency in English and Bahasa Melayu, and capability to handle multiple tasks with attention to detail.

Qualifications

• Diploma or equivalent qualification in Logistics, Supply Chain Management, Business Administration or related field.
• Experience in logistics, warehouse coordination or supply chain operations is advantageous.
• Proficient in Microsoft Office, especially Excel; familiarity with inventory or ERP systems is a plus.
• Good communication, coordination, organisational and problem-solving skills.
• Ability to manage multiple tasks, maintain accurate records and follow up independently.
• Good command of English and Bahasa Melayu; Mandarin is an added advantage.
• Detail-oriented, proactive and able to work independently or as part of a team.

Responsibilities

• Coordinate schedules for incoming and outgoing goods to ensure timely delivery.
• Liaise with suppliers, transporters, forwarding agents and others regarding delivery arrangements and shipment status.
• Monitor movement of goods and follow up on delivery schedules to minimise delays.
• Coordinate transportation and logistics arrangements based on the Company's operations.
• Identify and follow up on logistics issues, including delivery delays, missing goods and transportation problems.
• Monitor daily warehouse activities and coordinate with Store Supervisor on stock handling and loading/unloading.
• Review stock levels and discrepancies, ensuring proper documentation.
• Prepare, check and maintain logistics and warehouse documents (DO, GRN, stock reports, shipping documents).
• Ensure all goods received/issued/transferred/dispatched are properly recorded.
• Prepare regular reports on inventory, shipment status, container movements and warehouse activities.
• Maintain filing and documentation for record-keeping and audit purposes.
• Perform data entry and update information in the Company's inventory or ERP system.
• Coordinate incoming/outgoing container schedules and liaise with transporters for arrivals/collection/returns.
• Monitor container movements and update related records.
• Follow up on shipment documentation and ensure documents are available before dispatch.
• Assist in monitoring logistics costs and identifying opportunities to improve efficiency.
• Coordinate with Purchasing, Production, Planning, Sales to ensure materials available when required.
• Communicate updates on stock availability, deliveries and shipment schedules to relevant departments.
• Follow up on warehouse requests and outstanding matters to ensure timely completion.
• Report operational issues, delays and inventory discrepancies to management.
• Provide administrative support for daily logistics and warehouse operations, including data entry and filing.
• Assist in preparing schedules, operational records and other documents for management.

Skills

Communication

Coordination

Organisational skills

Problem solving

MS Office Excel

ERP systems

English proficiency

Bahasa Melayu proficiency

Education

Diploma in Logistics / Supply Chain / Business Admin

Tools

Inventory software

ERP systems

Job description

Coordinate the schedules for incoming and outgoing goods to ensure timely delivery and collection.

Liaise with suppliers, transporters, forwarding agents and other relevant parties regarding delivery arrangements and shipment status.

Monitor the movement of goods and follow up on delivery schedules to minimise delays.

Coordinate transportation and logistics arrangements based on the Company's operational requirements.

Identify and follow up on logistics issues, including delivery delays, missing goods and transportation problems.

2. Warehouse Operations Monitoring

Monitor daily warehouse activities to ensure smooth and efficient operations.

Coordinate with the Store Supervisor to ensure warehouse tasks, stock handling and loading/unloading activities are carried out properly.

Monitor inventory records and stock movements to ensure accuracy and proper documentation.

Review stock levels and follow up on discrepancies, shortages, excess stock or damaged goods.

Ensure warehouse activities comply with company procedures and operational requirements.

3. Documentation and Reporting

Prepare, check and maintain logistics and warehouse documents, including Delivery Orders (DO), Goods Received Notes (GRN), stock reports and shipping documents, where applicable.

Ensure all goods received, issued, transferred and dispatched are properly recorded.

Prepare regular reports on inventory, shipment status, container movements and warehouse activities as required.

Maintain proper filing and documentation for record-keeping, management review and audit purposes.

Perform data entry and update relevant information in the Company's inventory or ERP system.

4. Container and Shipment Coordination

Coordinate incoming and outgoing container schedules and ensure loading/unloading arrangements are properly organised.

Liaise with transporters and relevant parties regarding container arrival, collection and return schedules.

Monitor container movements and ensure related records are updated accurately.

Follow up on shipment documentation and ensure the necessary documents are available before dispatch.

Assist in monitoring logistics costs and identifying opportunities to improve operational efficiency.

5. Coordination with Internal Departments

Coordinate with Purchasing, Production, Planning, Sales and other relevant departments to ensure materials and goods are available when required.

Communicate updates on stock availability, incoming deliveries and shipment schedules to the relevant departments.

Follow up on warehouse requests and outstanding matters to ensure timely completion.

Report operational issues, delays and inventory discrepancies to the management for further action.

6. Administrative and Operational Support

Provide administrative support for daily logistics and warehouse operations, including data entry, filing and report preparation.

Assist in preparing schedules, operational records and other documents required by management.

Monitor outstanding logistics and warehouse matters and ensure proper follow-up.

Assist in reviewing and improving warehouse and logistics procedures to enhance efficiency and accuracy.

Perform other relevant duties as assigned by management from time to time.

Requirements

Diploma or equivalent qualification in Logistics, Supply Chain Management, Business Administration or a related field.

Previous experience in logistics, warehouse coordination or supply chain operations is an advantage.

Proficient in Microsoft Office, especially Excel; experience with inventory or ERP systems is an added advantage.

Good communication, coordination, organisational and problem-solving skills.

Able to manage multiple tasks, maintain accurate records and follow up on operational matters independently.

Good command of written and spoken English and Bahasa Melayu.

Ability to communicate in Mandarin is an added advantage.

Detail-oriented, responsible, proactive and able to work independently as well as in a team.

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