Order Processing Executive

MY GOLD INTI SDN. BHD.; Kuala Lumpur; On-site; MYR 48,000 - 72,000; Full time

Job summary

MY GOLD INTI SDN. BHD. is seeking an Order Processing Executive in Kuala Lumpur to ensure orders are processed accurately, timely and in line with policies.

You will coordinate with Sales, Inventory, Warehouse, Logistics and Finance to manage orders, verify details, monitor status, and provide updates.

Experience in office software and data analysis, with 2-3 years in sales admin preferred; immediate availability is a plus.

Qualifications

• Diploma or Bachelor's degree in Marketing, International Business, Business Administration or related field.
• 2-3 years’ experience, sales admin preferred.
• Proficiency in MS Office, particularly Excel or Pivot.
• Able to perform basic sales data analysis.
• Good interpersonal communication and self-motivation.

Responsibilities

• Receive and review customer purchase orders from all sales channels.
• Verify product details, pricing, quantities, promotions, and customer information.
• Enter orders accurately into order management system.
• Ensure orders comply with company policies and procedures.
• Process amendments, cancellations, and returns where applicable.
• Check stock availability and coordinate with KA/manager on shortages.
• Coordinate with warehouse for picking, packing, and shipment; monitor order status.
• Provide delivery schedules and shipment updates to KA as needed.
• Prepare orders documentation and ensure records are complete and compliant.
• Resolve operational issues affecting order fulfilment with internal departments.
• Verify pricing, discounts, taxes, and customer information to minimize errors.
• Prepare daily order processing reports and identify improvement opportunities.
• Follow company SOPs and maintain confidentiality of information.

Skills

Interpersonal communication

Self-motivation

Problem solving

Data analysis (basic)

Education

Diploma/Bachelor's in Marketing, International Business, Business Administration or related field

Tools

MS Office (Excel / Pivot)

Job description

The Order Processing Executive is responsible for ensuring all customer orders are processed accurately, efficiently, and on time. The role serves as the coordination point between Sales, Inventory, Warehouse, Logistics, and Finance to ensure smooth order fulfilment.

1. Order Management

Receive and review customer purchase orders from all sales channels.

Verify product details, pricing, quantities, promotions, and customer information.

Enter orders accurately into order management system.

Ensure all orders comply with company policies and procedures.

Process order amendments, cancellations, and returns where applicable.

2. Inventory Verification

Check stock availability before confirming customer orders.

Coordinate with KA/manager regarding inventory shortages.

Allocate inventory according to company allocation policies.

Escalate stock discrepancies to the Planning & Demand team.

Coordinate with the warehouse for picking, packing, and shipment.

Monitor order status from confirmation through delivery.

Ensure orders are dispatched within agreed service levels.

Follow up on delayed or incomplete shipments.

4. Customer Communication

Confirm order receipt with customer/ KA where needed to.

Provide delivery schedules and shipment updates to KA if necessary.

Respond promptly to KA regarding order status.

Handle customer complaints from KA related to order processing professionally.

5. Documentation

Ensure delivery orders, invoices, packing lists, and other required documentation are per customers’ requirements.

Maintain complete and accurate order records.

Ensure documentation complies with company and regulatory requirements.

6. Coordination with Internal Departments

Warehouse

Finance

Resolve operational issues affecting order fulfilment.

7. Quality Control

Ensure order accuracy before release.

Verify pricing, discounts, taxes, and customer information.

Minimize order processing errors through careful validation.

8. Reporting

Prepare daily order processing reports.

Monitor pending, backordered, and completed orders.

Report order fulfilment performance to management.

Identify process improvement opportunities.

9. Compliance

Follow company SOPs for order processing.

Maintain confidentiality of customer and company information.

Comply with company policies and applicable regulations.

Qualifications:

Diploma/ Bachelor’s Degree in Marketing, International Business, Business Administration or any related field.

At least 2-3 years’ experience. Previous sales admin experience preferred.

Proficiency in MS Office, particularly Excel or Pivot.

Able to basic sale data analysis.

Good interpersonal communication.

Self-motivate / Independence, good problem solving.

Immediate availability preferred.