Senior Executive, Vendor Management

CARSOME; Malaysia; On-site; MYR 60,000 - 90,000; Full time

Job summary

CARSOME is seeking a Senior Executive – Vendor Management to optimize third-party logistics performance in Malaysia. This strategic role involves vendor management, compliance oversight, and cost control, ensuring efficient transport operations. The ideal candidate will possess strong organizational skills, a logistics background, and a Bachelor's Degree in a related field, efficiently managing vendor relationships and ensuring operational excellence.

Qualifications

• 4-6 years in logistics/transport/fleet operations
• Proficient in English & Bahasa Malaysia (spoken & written)
• Strong organization, negotiation and relationship-building skills

Responsibilities

• Oversee 3PL vendor management and transport operations.
• Analyze logistics cost trends, SLA performance, and operational issues.
• Plan and coordinate PUSPAKOM inspections and track compliance.

Skills

Negotiation

Vendor Relationship Management

Analytical Mindset

Logistics Operations Knowledge

Attention to Detail

Education

Bachelor’s Degree in Logistics, Supply Chain, Business Administration

Tools

Excel

Google Sheets

Transport Management System (TMS)

Fleet Management System (FMS)

Content Management System (CMS)

Job description

About You

The Senior Executive – Vendor Management is responsible for overseeing and optimizing the performance of third-party logistics (3PL) vendors. This role requires strong coordination skills in managing transporters for both intra and inter-region deliveries and ensuring full compliance regulatory requirements together with PUSPAKOM engagement. The position plays a strategic role in vendor relationship management, cost control, and transport efficiency.

Your Day-to-Day

A. 3PL Vendor Management (Transport Operations)

• Planning & Execution
• Develop and manage daily transport schedules for inter (48hrs) and intra (24hrs) deliveries using car carriers or runner (if required).
• Match vendor capacity with movement demand, ensuring efficient vehicle flow from yards, branches, to cater dealers/customer request & expectation.
• Coordinate special/urgent transport needs with priority handling (e.g. Dealers, Customers, Showroom deadlines).
• Lead the engagement, qualification, and performance review of 3PL transport vendors (car carriers/low loader) and ensure all vendors comply with agreed SLAs, SOPs, and safety requirements (minimum as per JPJ)
• Strategize and optimize route planning, capacity allocation, and vendor assignments based on volume and urgency (SLA breaches).
• Analyze operational issues (e.g. delays, delivery failures, damage, late arrival, late pickup) and lead resolution/solution with vendors.
• Drive vendor development initiatives including KPI improvement plans and cost reduction strategies.

Vendor Onboarding & Governance

• Identify, assess, and onboard qualified 3PL vendors according to company standards.
• Collect and verify documentation including transport permits (Class A/C), GDL licenses, insurance, and vehicle lists/plate number.
• Conduct routine audits and assessments on vendors’ operational readiness, safety compliance, and vehicle condition.
• Monitor contract expiry and reporting accordingly on any changes (e.g. increment in price, special project quotation)
• KPI Monitoring & Performance Management

Define and track vendor KPIs & SLAs such as:

• On-time pickup/delivery rate
• Damage incident rate
• Cost per unit per drop off/pick up
• Availability/capacity/turnaround time
• Prepare monthly performance scorecards and issue warning notices or improvement plans for underperforming vendors.
• Conduct monthly vendor performance review meetings and collaborate on process improvements and share improvement insights with internal stakeholders.
• Maintain transport dashboards, movement logs, and incident trackers.
• Analyze logistics cost trends, SLA performance, and identify operational risks or inefficiencies in between.
• Support in budgeting and forecasting of transport costs / rates card by region or zone.

Cost & Rate Management

• Support negotiations and rate reviews for different regions or transport types (multi-level carrier vs flatbed).
• Ensure accurate billing and payment validation by cross-checking delivery records and transport logs.
• Stakeholder & Cross-functional Coordination
• Work closely with internal teams (branch ops, inventory, fleet, route, QC, KA) to align with daily movement on key preparation, reduce waiting time or any others vendor request.
• Act as the primary escalation point for transport related issues across all zones/locations (weekdays/weekend).
• Provide training or briefing to vendors on new compliance standards or operational updates.

System & Documentation

• Maintain all vendor data, transport assignments, and issue logs in Google Sheets, ERP, CMS or Transport Management Systems (TMS).
• Ensure all transport movement is traceable and verified (vehicle handover logs, timestamp records, delivery notes).
• Ensure all apps and Google Sheets maintain & update accordingly from time to time by vendors.

B. Puspakom Coordination (Internal/External Vehicle Slotting)

• Scheduling & Coordination
• Plan and coordinate regular PUSPAKOM inspection appointments for company-owned or managed fleet/dealers vehicles.
• Arrange appointments for:
• Mobile Truck Services (MTS/LMU)
• Mobile Van Services (MVS)
• Special inspections (e.g. modification approval, new vehicle registration)

Coordinate with internal fleet team, branches, or yards for slot availability suitable with the location.

• Compliance Tracking
• Create and maintain a centralized tracker for:
• Inspection slot & date for daily, monthly and yearly

PUSPAKOM results & remarks in CMS

• Follow-up on forecasted date & volume to avoid burst in e-wallet balance
• Issue reminders and alerts to internal stakeholders for a slot booking & availability as advice by Puspakom.

Documentation & Reporting

• Ensure all PUSPAKOM reports, invoiced filed digitally and physically (if needed).
• Generate daily, monthly, yearly unit inspected reports, highlight expired or soon-to-expire vehicles, and escalate non-compliance/wrong charges to management (e-wallet statement).
• Regulatory Liaison
• Build working relationships with PUSPAKOM Operations & Marketing team for smoother inspection scheduling & any day-day issue related.
• Facilitate mobile PUSPAKOM arrangements or bulk inspections when vehicle volumes are high.
• Stay updated on changes in PUSPAKOM procedures or regulatory amendments (e.g. new e-LKM/JPJ policy).
• Act as the primary escalation point for PUSPAKOM related issues across all zones/locations.

Your Know-How

• Bachelor’s Degree in Logistics, Supply Chain, Business Administration or related
• Minimum 4–6 years in logistics/transport/fleet operations, including vendor or fleet compliance in automotive or related fields
• Excel / Google Sheets, Fleet Management System (FMS), Transport Management System (TMS), CMS, Document Control
• PUSPAKOM inspection processes, Malaysian road transport laws, logistics operations
• Language Proficient in English & Bahasa Malaysia (spoken & written)
• Valid driving license preferred; willingness to travel for inspections/vendor visits
• Strong organization and follow-up skills
• Good negotiation and relationship-building with vendors
• High attention to detail in compliance and documentation
• Able to manage pressure and solve problems quickly
• Analytical mindset for performance and cost tracking
• Able to work independently with minimize supervision