Operations & Administrative Executive

ONE STOP MANAGEMENT SERVICES PRIVATE LIMITED; Kuala Lumpur; On-site; MYR 45,000 - 78,000; Full time

Job summary

ONE STOP MANAGEMENT SERVICES PRIVATE LIMITED in Kuala Lumpur is seeking a detail‑oriented Administrative and Order Processing Associate to support end‑to‑end order management for local and overseas shipments. You will coordinate with warehouses, handle payments and invoicing, and maintain CRM records to ensure accurate data across inventories and shipments.

Fluent English and Chinese communication is required, with strong organizational abilities.

Qualifications

• Bachelor’s degree in a related field is required or preferred.
• Experience in administration, operations, order processing, logistics, or sales support is welcome.
• Fresh graduates with strong organisational skills and attention to detail are welcome to apply.
• Proficient in Excel, Word, Google Sheets and general office software.
• Comfortable using CRM systems, spreadsheets and order management tools.
• Able to handle customer data, payments, invoices and inventory records accurately.
• Strong organisational, time-management and follow-up abilities.
• Able to communicate effectively in English and Chinese, both written and spoken.

Responsibilities

• Review and confirm customer orders, including product details, quantities, prices, contact information, and delivery addresses.
• Verify customer payments before processing and releasing orders.
• Process online and offline orders accurately and on time.
• Raise fulfilment orders with overseas warehouses and coordinate packing and shipment of orders.
• Obtain tracking information and update customers on shipment and delivery status.
• Follow up with warehouses, couriers, customers, and internal teams regarding pending or delayed orders.
• Monitor warehouse and factory inventory levels, including available, incoming, reserved, and outgoing stock.
• Identify low-stock items, discrepancies, or shortages and report to management.
• Prepare invoices, quotations, purchase orders, payment records and other basic business documents.
• Maintain organised records of orders, payments, shipments, inventory and documents.
• Regularly update customer details, communication history, order status and follow-up records in CRM.
• Follow up with customers regarding quotations, pending payments, incomplete orders, shipment updates and repeat purchases.
• Maintain and update company spreadsheets, databases and internal tracking systems.
• Support management with other administrative and operational tasks when required.

Skills

Organisational skills

Attention to detail

Multitasking

Communication (English & Chinese)

CRM proficiency

Excel / Word / Google Sheets

Independent work

Education

Bachelor’s degree in Business Administration, Operations, Logistics, Supply Chain, Accounting, Finance, Marketing, or related field

Tools

Microsoft Excel

Microsoft Word

Google Sheets

CRM systems

Order management tools

Job description

• Review and confirm customer orders, including product details, quantities, prices, contact information, and delivery addresses.
• Verify customer payments before processing and releasing orders.
• Process online and offline orders accurately and on time.
• Raise fulfilment orders with overseas warehouses and coordinate the packing and shipment of customer orders.
• Obtain tracking information and update customers on shipment and delivery status.
• Follow up with warehouses, couriers, customers, and internal team members regarding pending or delayed orders.
• Monitor warehouse and factory inventory levels, including available, incoming, reserved, and outgoing stock.
• Identify low-stock items, inventory discrepancies, or potential shortages and report them to management.
• Prepare invoices, quotations, purchase orders, payment records, and other basic business documents.
• Maintain organised records of customer orders, payments, shipments, inventory, and business documents.
• Regularly update customer details, communication history, order status, and follow-up records in the company CRM system.
• Follow up with customers regarding quotations, pending payments, incomplete orders, shipment updates, and repeat purchases.
• Maintain and update company spreadsheets, databases, and internal tracking systems.
• Support management with other administrative and operational tasks when required.

Requirements

• Minimum recognised Bachelor’s degree in Business Administration, Operations, Logistics, Supply Chain, Accounting, Finance, Marketing, or a related field.
• Previous experience in administration, operations, order processing, logistics, customer service, inventory management, or sales support is preferred.
• Fresh graduates with strong organisational skills and attention to detail are welcome to apply.
• Proficient in Microsoft Excel, Microsoft Word, Google Sheets, and general office applications.
• Comfortable using CRM systems, spreadsheets, online platforms, and order management tools.
• Able to handle customer information, payments, invoices, and inventory records accurately.
• Strong organisational, time-management, and follow-up skills.
• Responsible, dependable, and able to work independently.
• Able to manage multiple tasks while maintaining a high level of accuracy.
• Able to communicate effectively in written and spoken English and Chinese, as the role involves regular communication with English- and Chinese-speaking customers, suppliers, warehouses, factories, and business partners.