Operations Executive

Vemax Distribution Sdn Bhd; Kuching; On-site; MYR 36,000 - 48,000; Full time

Job summary

Vemax Distribution Sdn Bhd in Malaysia is seeking an Operations Executive to coordinate daily sales order processing, purchasing, inventory, warehousing, deliveries and warranty administration to ensure accurate records, timely fulfilment, and strong customer support. You will verify customer purchase orders against quotations, prepare orders and delivery documents, and monitor stock and delivery status.

You will also coordinate with purchasers, suppliers and forwarders on stock, shipments and

Responsibilities

• Coordinate daily sales order processing, purchasing, inventory, warehousing, deliveries and warranty administration.
• Verify customer purchase orders against approved quotations, including product models, quantities, pricing, delivery details, and payment terms.
• Prepare and maintain sales orders, delivery orders, and related documents in the company system.
• Monitor outstanding orders, backorders and delivery status, and inform sales staff accordingly.
• Coordinate with purchaser, forwarders and suppliers on stock and shipments, and report discrepancies.
• Maintain accurate stock records, including product models, quantities and storage locations; assist with stock counts.
• Coordinate goods receiving with warehouse and third-party warehouses; ensure items are checked against PO and packing lists.
• Arrange deliveries, courier bookings, and track shipments; resolve delays and missing items.
• Record warranty/RMA requests with required details and coordinate with Technical Support and suppliers for processing.

Job description

JOB SCOPE – OPERATIONS EXECUTIVE
Company: Vemax Distribution Sdn Bhd
Department: Operations
Reporting to: Operations Manager / Management

Job Purpose

Coordinate daily sales order processing, purchasing, inventory, warehousing, deliveries, and warranty administration to ensure accurate records, timely order fulfilment, and efficient support for customers and internal teams.

Receive and verify customer purchase orders against approved quotations, including product models, quantities, pricing, delivery details, and payment terms.

Prepare and maintain sales orders, delivery orders, and related documents in the company system.

Coordinate with the Sales and Finance teams to confirm payment or credit clearance before releasing goods.

Monitor outstanding orders, backorders, and partial deliveries, and update the relevant sales personnel on fulfilment status.

2. Supplier and Purchaser Coordination

Follow up with purchaser on order confirmation, stock availability, shipment schedules, and delivery status.

Check supplier documents against purchase orders and report discrepancies.

Coordinate with forwarders and relevant parties on inbound shipments, clearance documents, and delivery arrangements where applicable.

3. Inventory and Stock Reservation

Maintain accurate stock records, including product models, quantities, serial numbers, and storage locations.

Process stock reservations, transfers, and releases according to approved procedures.

Monitor reserved, slow-moving, and ageing stock, and highlight items requiring action.

Coordinate stock transfers between branches and third-party warehouses.

Assist with regular stock counts, investigate discrepancies, and submit findings for review before any stock adjustment.

4. Warehouse and Goods Receiving

Coordinate incoming deliveries with warehouse personnel and third-party warehouses.

Ensure received goods are checked against purchase orders, supplier delivery orders, and packing lists.

Ensure quantities, models, serial numbers, and physical condition are recorded accurately.

Prepare or verify goods received records and promptly report shortages, damage, or incorrect items.

Ensure products are properly labelled, stored, and traceable.

5. Delivery and Logistics Coordination

Arrange deliveries, courier bookings, customer collections, and transfers between locations.

Coordinate picking, packing, carton labels, pallet arrangements, and delivery documentation.

Confirm delivery addresses, contact persons, receiving hours, and site requirements before dispatch.

Track shipments and follow up on delays, failed deliveries, or missing items.

Obtain and file signed delivery orders or proof of delivery, and update order status promptly.

6. Warranty and RMA Administration

Receive and register warranty or return requests with the required product details, serial numbers, fault descriptions, and supporting documents.

Coordinate with the Technical Support team for fault verification and with suppliers for warranty processing.

Track faulty units, approved replacements, repairs, and returns to customers.

Maintain accurate RMA records and update customers or