Operation Admin Executive (Warehouse Department)

MY Clinic; Petaling Jaya; On-site; MYR 39,000 - 61,000; Full time

Benefits offered by this job

Season parking

Annual increment, incentive bonus

Annual leave, sick leave, hospitalise/

EPF, SOCSO

Birthday celebration

Medical insurance

Annual lucky draw & Employee rewards

Free facial & aesthetic laser

Job summary

My Clinic,Beauty & Medispa is seeking an Operation Admin Executive (Warehouse Department) to manage inventory records, stock movements, and dispatch documentation in a fast-paced environment. You will coordinate daily inward/outward material entries and generate routine inventory reports.

You will support procurement and logistics teams, file essential documents, and ensure all processes comply with policies and safety regulations. Mandarin fluency is required for supplier liaising.

Qualifications

• 1–3 years administrative experience in warehouse or logistics.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Fluency in Mandarin (spoken and written) required.

Responsibilities

• Maintain and update inventory records, stock movement reports, and dispatch documentation.
• Coordinate daily inward and outward material entries.
• Generate and distribute inventory and dispatch reports (daily, weekly, monthly).
• Support procurement, logistics, and inventory teams with documentation and follow-ups.
• File and organize invoices, delivery notes, GRN, DO, PO and other documents.
• Monitor and manage office supplies and warehouse administrative tools.
• Coordinate with transporters, vendors, and internal departments to ensure timely deliveries and dispatches.
• Ensure warehouse administrative processes comply with policies, standards and safety.
• Assist in stock counts, cycle counts, inventory reconciliation, audits, and compliance documentation.
• Handle incoming calls, emails, and correspondence related to warehouse operations.
• Prepare and maintain warehouse KPIs and operational reports.
• Update and maintain inventory data in the system with accuracy.
• Verify and process warehouse-related documents for completeness.
• Schedule deliveries, collections, and transport with logistics providers.
• Investigate inventory discrepancies and escalate when needed.
• Assist in onboarding new warehouse staff and maintain personnel records.
• Support month-end and year-end inventory closing activities.
• Maintain confidentiality of company records and sensitive information.
• Perform ad hoc administrative duties as assigned.

Skills

Microsoft Office

Mandarin (spoken & written)

Detail-oriented

Independent worker

Fast-paced environment

Job description

Operation Admin Executive (Warehouse Department)

Maintain and update inventory records, stock movement reports, and dispatch documentation.

Coordinate daily inward and outward material entries.

Generate and distribute daily, weekly, and monthly inventory and dispatch reports.

Support procurement, logistics, and inventory teams with documentation and follow-ups.

File and organize physical and digital documents, including invoices, delivery notes, goods received notes (GRN), delivery orders (DO), and purchase orders (PO).

Monitor and manage office supplies and warehouse administrative tools.

Coordinate with transporters, vendors, and internal departments to ensure timely deliveries and dispatches.

Ensure all warehouse administrative processes comply with company policies, quality standards, and safety regulations.

Assist in stock counts, cycle counts, inventory reconciliation, audits, and compliance documentation.

Handle incoming calls, emails, and correspondence related to warehouse operations.

Prepare and maintain warehouse KPIs, operational reports, and performance records.

Update and maintain inventory data in the system, ensuring data accuracy and timely processing.

Verify and process warehouse-related documents, ensuring completeness and accuracy before filing or submission.

Schedule deliveries, collections, and transport arrangements while coordinating with logistics providers.

Investigate and follow up on inventory discrepancies, damaged goods, and shipment issues, escalating when necessary.

Assist in onboarding new warehouse staff by preparing administrative documents and maintaining personnel records where required.

Support month-end and year-end inventory closing activities.

Maintain confidentiality of company records and sensitive operational information.

Perform ad hoc administrative duties and provide support to warehouse operations as assigned by management.

Requirements

1–3 years of administrative experience, preferably in a warehouse or logistics environment.

Proficient in Microsoft Office (Excel, Word, Outlook).

Good attention to detail and accuracy in documentation.

Able to work independently and in a fast-paced environment.

Fluency in Mandarin (spoken and written)is required, as this role involves liaising with Mandarin-speaking suppliers, warehouse personnel, and business partners.

Benefits

• Season parking
• Annual increment, incentive bonus
• Annual leave, sick leave, hospitalization leave & etc.
• EPF, SOCSO
• Birthday celebration
• Medical insurance
• Annual lucky draw & Employee rewards
• Free facial & aesthetic laser treatment

My Clinic,Beauty & Medispa is a registered aesthetic clinic located at damansara utama/uptown. We are dealing with large range of medical aesthetic machines, professional skincare products, facial and spa for ladies. We are newly opened and there is a huge potential and steep growth in success at our company. With business expansion plan, we are seeking creative, ambitious and energatic individuals to join our team.