Operation Admin

WAWASAN GAS SDN. BHD.; Subang Jaya; On-site; MYR 28,000 - 42,000; Full time

Job summary

WAWASAN GAS SDN. BHD. is seeking an proactive Operation Admin to streamline daily operations, coordinate with suppliers, logistics providers and internal teams, and ensure timely order execution.

You will handle PO progress, shipments, SOs and quotations, while maintaining orderly records and supporting cross-departmental administrative tasks.

Qualifications

• Diploma or equivalent in Business Admin, Logistics, or SCM.
• 1–3 years in operations, logistics, purchasing coordination or admin support.
• Fresh graduates encouraged to apply.
• Strong communication and coordination with suppliers and external parties.
• Proficient in MS Office (Excel, Word, Outlook).
• Good organizational skills and ability to multitask.

Responsibilities

• Follow up PO acknowledgement, status, progress, and delivery schedules.
• Monitor outstanding orders and expedite deliveries.
• Maintain and update the order tracking list with delivery dates and shipment status.
• Coordinate with suppliers for progress updates and delays.
• Arrange transport between suppliers, warehouses, and customer locations.
• Prepare and process Sales Orders and customer quotations.
• Provide general operational and admin support.

Skills

Communication

Coordination

Time management

Multitasking

Problem solving

Detail oriented

Education

Diploma in Business Admin/Logistics/SCM

Tools

Microsoft Office

Job description

We are looking for a proactive, organised and detail-oriented Operation Admin to support the company's daily operational activities. The role involves coordinating with suppliers on order progress and delivery schedules, expediting outstanding orders, arranging logistics and transportation, preparing Sales Orders (SO) and quotations, as well as providing general administrative support.

The ideal candidate should be able to communicate effectively with suppliers, logistics providers and internal departments to ensure smooth coordination and timely execution of operational activities.

Key Responsibilities

• Follow up with suppliers on Purchase Order (PO) acknowledgement, order status, production progress and delivery schedules.
• Monitor outstanding orders and proactively expedite deliveries to meet required delivery dates.
• Maintain and update the order tracking list, including estimated delivery dates and shipment status.
• Liaise with suppliers to obtain regular progress updates and identify potential delays.
• Escalate delivery delays and outstanding issues to the relevant personnel for further action.
• Coordinate with suppliers to ensure timely submission of relevant delivery and shipping documents.

Logistics & Delivery Coordination

• Coordinate with suppliers, freight forwarders and transporters to arrange collection, shipment and delivery of goods.
• Arrange transportation and logistics for movement of goods between suppliers, warehouses, branches and customer-designated locations.
• Obtain and compare freight quotations where necessary.
• Monitor shipment and delivery progress to ensure goods arrive within the required timeline.
• Coordinate delivery arrangements and communicate updates to relevant internal departments.
• Assist in resolving logistics and delivery-related issues.
• Assist in preparing and processing Sales Orders (SO) and customer quotations.
• Ensure sales orders and quotations are properly recorded and maintained.
• Coordinate with the sales team on order processing, delivery arrangements and customer requirements.
• Assist in preparing operational reports, order tracking updates and other related documentation.
• Provide general operational support to ensure smooth daily business operations.

General Administration

• Provide administrative support to the Operations Department and other departments when required.
• Handle filing, data entry, document preparation and record maintenance.
• Assist in coordinating internal arrangements, meetings and other administrative matters.
• Support ad-hoc assignments and tasks as assigned by the Management or immediate superior.

Requirements & Qualifications

• Diploma or equivalent qualification in Business Administration, Logistics, Supply Chain Management or a related field.
• Preferably 1-3 years of experience in operations, logistics, purchasing coordination or administrative support.
• Fresh graduates with good organisational and communication skills are encouraged to apply.
• Good communication and coordination skills when dealing with suppliers and external parties.
• Proficient in Microsoft Office, particularly Excel, Word and Outlook.
• Good organisational skills with the ability to multitask and follow up on outstanding matters.
• Detail-oriented, responsible, proactive and able to work independently.
• Able to work under pressure and meet deadlines.
• Supplier and stakeholder coordination
• Order tracking and expediting
• Logistics and delivery arrangements
• Documentation and administrative management
• Communication and problem-solving
• Time management and multitasking