Operations Support Specialist

Randstad Malaysia; George Town; On-site; MYR 60,000 - 90,000; Full time

Job summary

Randstad Malaysia is seeking a proactive professional to provide back-end operational support to the Operations and Customer Service teams in Penang. You will handle shipment data entry, ensure accuracy of records and assist with billing and KPI reporting.

Responsibilities include KPI updates, vendor invoice verification, and coordination with Finance to resolve outstanding items. Strong Excel and customs knowledge are essential for success.

Qualifications

• Competent use of customs declaration system.
• Proficient in Excel and Word.
• Strong operations and customs knowledge.

Responsibilities

• Provide daily back-end support to Operations and Customer Service teams.
• Perform shipment data entry, updating and maintenance in the relevant systems.
• Ensure shipment records, HAWB/MAWB details and operational information are updated on time.
• Support documentation preparation and filing for operational activities.
• Follow up on pending operational transactions and outstanding items.
• Assist the operations team with administrative tasks and ad-hoc operational requirements.
• Prepare and support shipment billing based on agreed rates and customer requirements.

Skills

Customs declaration system

Excel

Education

Bachelor Degree

Tools

Microsoft Word

Job description

about the job

To provide back-end operational support to the Operations and Customer Service teams, ensuring accurate data, timely billing, KPI/milestone updates, vendor invoice control and proper operational followup.

1. Operational & Back-End Support

• Provide daily back-end support to Operations and Customer Service teams.
• Perform shipment data entry, updating and maintenance in the relevant systems.
• Ensure shipment records, HAWB/MAWB details and operational information are accurate and updated on time.
• Support documentation preparation and filing for operational activities.
• Follow up on pending operational transactions and outstanding items.
• Assist the operations team with administrative tasks and ad-hoc operational requirements.

2. Billing & Revenue Support

• Prepare and support shipment billing based on agreed rates and customer requirements.
• Ensure all completed shipments are billed within the required timeline.
• Monitor unbilled shipments / WIPs and follow up with the respective teams for closure.
• Assist with billing discrepancies, credit/debit notes and billing corrections.
• Coordinate with Finance and Operations to resolve long-outstanding billing items.
• Maintain proper billing records and supporting documentation.

3. KPI & Milestone Management

• Update and maintain shipment milestones and KPI information accurately and on time.
• Monitor pending or missing milestones and follow up with the responsible team.
• Prepare daily/weekly/monthly KPI reports as required.
• Highlight KPI gaps, overdue shipments and operational exceptions to the HOD.
• Support root-cause tracking for recurring KPI failures.
• Maintain data accuracy for management reporting.

4. Vendor Invoice Verification

• Receive and verify vendor invoices against shipment/job records.
• Check vendor charges against agreed rates, quotations and supporting documents.
• Identify discrepancies and clarify with Operations/Vendors before submission.
• Ensure invoices are properly matched and submitted within the required timeline.
• Monitor outstanding vendor invoices and support timely closure.
• Maintain a record of recurring vendor billing issues.

5. Vendor & Service Provider Support

• Assist Operations in coordinating with trucking, warehouse, handling and other service providers.
• Support rate and service verification where required.
• Follow up on pending vendor documents, PODs, invoices and operational records.
• Track vendor performance issues and escalated recurring problems to the HOD.
• Assist in maintaining vendor performance and service records.

6. Shipment / Customer Service Support

• Provide back-end support to Customer Service for shipment status and operational enquiries.
• Assist with shipment tracing and data verification.
• Support preparation of customer reports and shipment updates.
• Ensure customer-specific requirements and KPI data are properly maintained.
• Assist CS with documentation and administrative follow-up during peak periods.

7. Outstanding & Exception Management

• Monitor long-outstanding WIPs, unbilled shipments, ACRs and other pending operational items.
• Prepare outstanding reports and follow up with responsible parties for closure.
• Highlight aging items and potential financial/KPI impact to the HOD.
• Support investigation and resolution of operational discrepancies.
• Maintain proper follow-up until the issue is fully closed.

experience

3 years

skills

customs declaration system, Excel,

qualifications

• Competent use of customs declaration system
• Competent use of Microsoft Excel & Word
• Strong operations and customs knowledge

education

Bachelor Degree