Operations Clerk

HAVI Logistics (M) Sdn Bhd; Kuching; On-site; MYR 28,000 - 39,000; Full time

Job summary

HAVI Logistics (M) Sdn Bhd in Malaysia seeks an Administrative Support professional to provide data entry, invoice processing, reporting, inventory reconciliation and DIFOT monitoring for East Malaysia logistics operations.

The role requires 1–2 years in logistics or related fields, proficiency in MS Office, and strong organizational skills with attention to detail. Based in Kuching, it offers on-site work and opportunities to contribute to service performance across key customers.

Qualifications

• Diploma or SPM/STPM with relevant working experience in Logistics, Supply Chain, Business Administration, or related fields.
• Minimum 1-2 years of experience in logistics, warehouse administration, or operational support.
• Proficient in Microsoft Excel, Word, and Outlook.
• Good data entry accuracy and attention to detail.
• Strong organizational and time management skills.
• Ability to work independently and meet deadlines.
• Good communication and interpersonal skills.
• Knowledge of logistics operations, inventory management, and reporting systems is preferred.

Responsibilities

• Accurately key in supplier and customer invoices into the IDS system.
• Verify invoice details and supporting documents before processing.
• Ensure invoices are entered within agreed timelines and maintain proper records for audit purposes.
• Process and update customer TIO transactions.
• Monitor and process customer write-off activities in accordance with procedures.
• Maintain accurate documentation and records related to inventory adjustments.
• Handle OS&D reports for customers and investigate discrepancies.
• Ensure timely reporting and closure of OS&D cases.
• Perform daily updates and monitoring of pallet utilization records.
• Track pallet movements and maintain inventory records.
• Generate utilization reports and report discrepancies when identified.
• Prepare and update weekly DIFOT reports.
• Monitor delivery performance indicators and highlight issues.
• Support operations teams in maintaining customer service level requirements.
• Maintain accurate operational records and filing systems.
• Prepare routine operational reports and data summaries.
• Liaise with internal departments and external stakeholders regarding operational matters.
• Support continuous improvement initiatives within the operations team.

Skills

Data entry accuracy

Attention to detail

Time management

Education

Diploma or SPM/STPM

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

To provide administrative and operational support for East Malaysia logistics operations by ensuring accurate data entry, invoice processing, reporting, inventory reconciliation, and service performance monitoring for key customers.

Key Responsibilities

Accurately key in supplier and customer invoices into the IDS system.

Verify invoice details and supporting documents before processing.

Ensure invoices are entered within agreed timelines and maintain proper records for audit purposes.

Customer Operations Support

Process and update customer TIO (Transfer In/Out) transactions.

Monitor and process customer write-off activities in accordance with company procedures.

Maintain accurate documentation and records related to inventory adjustments.

OS&D Management

Handle and update OS&D (Over, Short & Damaged) reports for customer.

Investigate discrepancies and coordinate with relevant departments for resolution.

Ensure timely reporting and closure of OS&D cases.

Perform daily updates and monitoring of pallet utilization records.

Track pallet movements and maintain accurate inventory records.

Generate utilization reports and report discrepancies when identified.

DIFOT Performance Reporting

Prepare and update weekly DIFOT (Delivery In Full On Time) reports.

Monitor delivery performance indicators and highlight service issues.

Support operations teams in maintaining customer service level requirements.

Administrative Support

Maintain accurate operational records and filing systems.

Prepare routine operational reports and data summaries.

Liaise with internal departments and external stakeholders regarding operational matters.

Support continuous improvement initiatives within the operations team.

Education

Diploma or SPM/STPM with relevant working experience in Logistics, Supply Chain, Business Administration, or related fields.

Experience

Minimum 1-2 years of experience in logistics, warehouse administration, or operational support.

Experience in invoice processing and data entry is an advantage.

Proficient in Microsoft Excel, Word, and Outlook.

Good data entry accuracy and attention to detail.

Strong organizational and time management skills.

Ability to work independently and meet deadlines.

Good communication and interpersonal skills.

Knowledge of logistics operations, inventory management, and reporting systems is preferred.

Office located at

KFF Logistics Sdn Bhd.

HAVI is a privately held global company that innovates, optimizes and drives the supply chains and marketing promotions of many of the best known brands in the world. When you work at HAVI, you have a chance to make your mark – to be a part of work that drives value, brings a smile and keeps everyday life moving forward. Which means it’s not the size of our global footprint, but rather your personal fingerprint, that has the power to make a real difference for our customers… and to touch the lives of people both at home and around the world.