Senior Warehouse Admin Cum Operation Support

ROHLIG MALAYSIA SDN. BHD.; Subang Jaya; On-site; MYR 60,000 - 90,000; Full time

Job summary

ROHLIG MALAYSIA SDN. BHD. is seeking a Senior Warehouse Admin Cum Operation Support to oversee warehouse administration, billing, and inventory control. You will ensure data accuracy in WMS/ERP, coordinate with Finance and Operations, and generate performance reports for management.

The role emphasizes process improvement, strong Excel skills, and effective communication to manage stakeholder relations and drive on-time invoicing and stock integrity.

Qualifications

• Minimum 5 years of experience in warehouse administration, inventory control, or logistics operations.
• Strong knowledge of Warehouse Management Systems (WMS) and ERP systems.
• Proven experience in customer billing and invoice reconciliation.
• Strong understanding of inventory control, cycle counting, stock valuation, and inventory analysis.
• Advanced Microsoft Excel skills (Pivot Tables, VLOOKUP/XLOOKUP, Power Query is an advantage).
• Good analytical and problem-solving skills.
• Excellent communication and stakeholder management skills.

Responsibilities

• Oversee and manage warehouse administration and billing functions.
• Manage end-to-end customer billing processes including storage, handling, transportation, VAS, and other charges.
• Validate billing data against operational transactions to ensure accurate invoicing.
• Review customer contracts and pricing structures for billing compliance.
• Investigate and resolve billing discrepancies with Finance and Operations.
• Prepare billing reports, revenue summaries, and month-end reconciliation.

Skills

Analytical & problem-solving

Communication & stakeholder management

Planning & organizing

Leadership & coaching

Tools

WMS & ERP systems

Excel (Pivot Tables, VLOOKUP/XLOOKUP)

Job description

Senior Warehouse Admin Cum Operation Support

Purpose of Position:

To oversee and manage warehouse administration functions, ensuring operational excellence in inventory control, customer billing, system accuracy, and operational support. The role is responsible for maintaining inventory integrity, preparing accurate customer billing, coordinating with internal team and customer.

Key Accountabilities:

Warehouse Administration & Billing

Manage end-to-end customer billing processes, including monthly storage, handling, transportation, value-added services (VAS), and other operational charges.

Validate billing data against operational transactions to ensure timely and accurate invoicing.

Review customer contracts and pricing structures to ensure billing compliance.

Investigate and resolve billing discrepancies in collaboration with Finance and Operations.

Prepare billing reports, revenue summaries, and month-end billing reconciliation.

Support Finance with customer invoice queries and credit/debit note processing.

Inventory Management & Evaluation

Maintain inventory accuracy within the Warehouse Management System (WMS) through regular reconciliation and transaction verification.

Perform inventory evaluations, stock reconciliation, cycle counts, and physical stock audits.

Investigate inventory variances, identify root causes, and implement corrective actions.

Monitor inventory ageing, stock movements, slow-moving, and obsolete inventory.

Ensure inventory transactions comply with customer SOPs and internal procedures.

Generate inventory performance reports and KPI analysis for management review.

Warehouse Operations Support

Coordinate inbound, outbound, and inventory transactions to ensure timely execution.

Monitor daily warehouse activities and ensure compliance with operational SOPs.

Support transportation planning and delivery scheduling.

Maintain complete and accurate operational documentation.

Coordinate with warehouse supervisors to resolve operational issues promptly.

Act as the primary administrative contact for assigned customers.

Coordinate with customers regarding inventory status, shipment schedules, and billing matters.

Ensure customer requests are completed within agreed service levels (SLA).

Prepare operational reports and customer performance reviews.

Compliance & Continuous Improvement

Ensure compliance with company policies, customer SOPs, ISO requirements, and Health & Safety standards.

Identify opportunities to improve administrative processes, billing accuracy, and inventory controls.

Support implementation of new operational processes and system enhancements.

Required Experience and Knowledge:

Minimum 5 years of experience in warehouse administration, inventory control, or logistics operations.

Strong knowledge of Warehouse Management Systems (WMS) and ERP systems.

Proven experience in customer billing and invoice reconciliation.

Strong understanding of inventory control, cycle counting, stock valuation, and inventory analysis.

Advanced Microsoft Excel skills (Pivot Tables, VLOOKUP/XLOOKUP, Power Query is an advantage).

Good analytical and problem-solving skills.

Excellent communication and stakeholder management skills.

Inventory Accuracy & Control

Data Analysis & Reporting

Customer Relationship Management

Attention to Detail

Process Improvement

Planning & Organising

Leadership & Coaching (for junior administrators)

Strong communication and cross-functional collaboration