Operations Supervisor

Mayflax Sdn Bhd; Petaling Jaya; On-site; MYR 47,000 - 76,000; Full time

Job summary

Mayflax Sdn Bhd in Malaysia is seeking an Operations Supervisor to oversee day-to-day front office operations, including sales order processing, documentation, complaints and returns, and coordinating with warehouse and delivery.

You will lead the order processing team across channels, ensure accurate data entry, resolve discrepancies, and drive KPIs while maintaining compliance and quality standards.

Qualifications

• Diploma or Degree in Business Administration, Operations Management or a related field.
• 3–5 years' experience in order processing, team coordination or front-office operations, including 1–2 years supervising team.
• Working knowledge of order/inventory management systems; strong Excel skills for tracking and reporting.
• Proven ability to coordinate across sales, warehouse, delivery and accounts.
• Sound judgement on complaints and returns, plus strong organisational discipline for documentation and filing.
• Clear communicator, proactive and calm under pressure during peak processing periods.

Responsibilities

• Coordinate the order processing team across intake channels — online, messaging apps, phone and sales reps.
• Ensure quotes, sales orders, delivery orders and invoices are entered accurately and meet order criteria before confirmation, including online order uploads into the order system.
• Resolve order discrepancies and approve adjustments before orders are released to the warehouse.
• Distribute work across the team and put quality checks in place to catch errors early.
• Prioritise order flow so picking, packing and staging match the day's delivery schedule, including next-day planning and order-print cut-offs.
• Manage workflow through peak periods and act as escalation point when volume, staffing or system issues threaten the schedule.
• Ensure all delivery and order documentation — waybills, delivery orders and driver delivery sheets — is filed in line with company and regulatory requirements.
• Maintain simple tracking so nothing goes unfiled, and follow up on paperwork outstanding from drivers or outstation runs.
• Own the complaints and returns process — every case logged with complete information and resolved within the defined timeframe.
• Ensure scheduled services (pest control, air-conditioning) are carried out and equipment breakdowns repaired promptly.
• Manage office and warehouse consumables and packing materials, and flag variances or recurring vendor problems.
• Track and report team KPIs — order error rates, complaint turnaround, documentation completeness, facilities spend — and flag bottlenecks to the team's manager.

Skills

Strong Excel skills

Clear communicator

Organizational skills

Education

Diploma or Degree in Business Administration, Operations Management or a related field

Job description

Coordinates day-to-day front office operations — sales order processing, documentation, complaints and returns, and office facilities. Acts as the operational bridge between customer order intake, the warehouse and the delivery schedule.

Key responsibilities

Coordinate the order processing team across all intake channels — online, messaging apps, phone and sales reps

Ensure quotes, sales orders, delivery orders and invoices are entered accurately and meet order criteria before confirmation, including online order uploads into the order system

Resolve order discrepancies and approve adjustments before orders are released to the warehouse

Distribute work across the team and put quality checks in place to catch errors early

Prioritise order flow so picking, packing and staging match the day's delivery schedule, including next-day planning and order-print cut-offs

Manage workflow through peak periods and act as escalation point when volume, staffing or system issues threaten the schedule

Ensure all delivery and order documentation — waybills, delivery orders and driver delivery sheets — is filed in line with company and regulatory requirements

Maintain simple tracking so nothing goes unfiled, and follow up on paperwork outstanding from drivers or outstation runs

Own the complaints and returns process — every case logged with complete information and resolved within the defined timeframe

Ensure scheduled services (pest control, air-conditioning) are carried out and equipment breakdowns repaired promptly

Manage office and warehouse consumables and packing materials, and flag variances or recurring vendor problems

Track and report team KPIs — order error rates, complaint turnaround, documentation completeness, facilities spend — and flag bottlenecks to the team's manager

About you

Diploma or Degree in Business Administration, Operations Management or a related field

3–5 years' experience in order processing, team coordination or front-office operations, including 1–2 years supervising team

Working knowledge of order/inventory management systems an advantage; strong Excel skills for tracking and reporting

Proven ability to coordinate across sales, warehouse, delivery and accounts

Sound judgement on complaints and returns, plus strong organisational discipline for documentation and filing

Clear communicator, proactive and calm under pressure during peak processing periods

About Us

At Mayflax, we've been serving the pharmaceutical industry in Malaysia for over 25 years.

Our focus on quality has driven us to become a trusted partner for many of the leading pharmaceutical companies in the country.

At Mayflax, we believe that our employees are our greatest asset.

Our team is made up of professionals who are passionate about their work and committed to achieving our shared goals.

We offer our staff opportunities to learn, develop, and grow in their careers, and we recognize and reward their contributions to our success.

Join us and be a part of a team that's making a difference in the lives of people across Malaysia.

About Us

At Mayflax, we've been serving the pharmaceutical industry in Malaysia for over 25 years.

Our focus on quality has driven us to become a trusted partner for many of the leading pharmaceutical companies in the country.

At Mayflax, we believe that our employees are our greatest asset.

Our team is made up of professionals who are passionate about their work and committed to achieving our shared goals.

We offer our staff opportunities to learn, develop, and grow in their careers, and we recognize and reward their contributions to our success.

Join us and be a part of a team that's making a difference in the lives of people across Malaysia.

Pharmaceuticals, Biotechnology & Medical 11-50 employees

What can I earn as an Operations Supervisor