Operation Assistant (Administrative role, Open for Fresh Graduates)

GST MALAYSIA PLT; Kuala Lumpur; On-site; MYR 25,000 - 36,000; Full time

Benefits offered by this job

EPF

SOCSO & EIS

Salary adjustment & yearly bonus

Work-life balance

Company trip

Job summary

GoodSale Tech Malaysia Sdn Bhd is seeking an Operation Assistant to manage end-to-end order and stock administration for offline channels such as Watsons, Guardian, and other retailers. The role reports to the Commercial Director and requires basic Excel skills along with strong IT savviness.

You will coordinate with external vendors, manage documentation, and serve as the Personal Assistant to the Commercial Director, scheduling meetings and handling travel and expenses.

Qualifications

• 6 months – 1 year experience in administrative role.
• Basic Excel skills including VLOOKUP and pivot tables.
• Detail-oriented and IT-savvy.

Responsibilities

• Own end-to-end order and stock administration for offline channels; ensure on-time fulfilment and clean documentation.
• Coordinate with external parties; raise tester orders, obtain POSM quotations and track deliveries.
• Maintain project tracker, write meeting minutes, and manage contracts, POs and quotations.
• Act as Personal Assistant to Commercial Director: schedule meetings, store visits, travel, and prepare expense claims.

Skills

Excel

VLOOKUP

Pivot tables

Job description

Operation Assistant (Administrative role, Open for Fresh Graduates)

GoodSale Tech Malaysia Sdn Bhd is one of the fastest-growing beauty and personal care companies in the region, dedicated to building impactful, trend-driven brands for the modern Asian consumer. Headquartered in Georgetown, Penang and now a KL office hub based in Mid Valley City, we are passionate about turning bold ideas into market-leading beauty brands that resonate across multiple countries.

Our expanding portfolio includes exciting and fast-rising brands such as Seamakeup, Grace and Glow, Lab on Hair, and The Originote — each uniquely positioned to meet different skincare and cosmetic needs, from everyday essentials to high-performance beauty solutions.

We believe in empowering our people to grow alongside our brands. If you are driven, creative, and excited about shaping the future of beauty in Asia, GoodSale Tech Malaysia offers a platform where your ideas matter and your impact is visible.

Join us — and be part of building the next generation of beauty brands in Asia

Reports to: Commercial Director

Purpose

Own end-to-end order and stock administration for the offline channel across Watsons, Guardian, KKV, Sasa and other retail partners, ensuring on-time fulfilment and clean documentation.

Key responsibilities

1. Order management

Receive, validate and process retailer POs (portal and email) across all brands.

Verify pricing, trading terms, MOQ and promo mechanics against agreed contracts before release.

Issue DOs and invoices; track order status from PO receipt to delivery confirmation.

Flag shortfalls, substitutions or pricing discrepancies to the commercial team before shipment.

2. External party coordination

Consolidate tester requests from retailers; raise and track tester orders to store delivery.

Source vendors and coordinate with them; request POSM quotations (min. 3) and prepare a comparison for approval.

Follow up on POSM PO, production timeline and installation confirmation with images.

Arrange same-day delivery (Lalamove, Grab Express) for samples, testers, documents and urgent stock; keep a delivery cost log.

3. Project tracking and documentation

Maintain the team's project tracker (listings, NPD launches, promotions, POSM); flag overdue items weekly.

Write minutes for all meetings attended by the Commercial Director; circulate within 24 hours with action items, owners and due dates.

Handle documentation and filing (contracts, TTAs, quotations, POs) and other admin tasks assigned by the Commercial Director.

4. Personal Assistant to Commercial Director

Schedule the Director's work slots: meetings, store visits, travel and focus time; confirm meetings 1 day ahead.

Return errors to the sender; pass documents on with a short note of what was checked. before the Director's review: numbers (totals, %, SST, discounts vs. source) and format (template, SKU codes, dates, versio

Prepare and submit the Director's expense claims with receipts before the monthly cut-off; track until reimbursed.

Requirements

6 months – 1 year experience in administrative role, able to multi-task.

Basic Excel (VLOOKUP, pivot tables)

Detail-oriented and IT-savvy.

Able to commute to the working location and work on-site Monday - Friday, office hours.

Perks and benefits EPF, SOCSO & EIS Salary Adjustment & Yearly Bonus Work Life Balance, Young & Vibrant Working Culture Company Trip