Supply Chain Admin Assistant

Grace And Glow; Kuala Lumpur; On-site; MYR 33,000 - 60,000; Full time

Job summary

GoodSale Tech Malaysia Sdn Bhd is seeking a detail-driven Supply Chain Admin to own end-to-end order and stock administration for the offline channel, coordinating with retailers such as Watsons, Guardian, and Sasa. You will ensure on-time fulfilment and clean documentation.

In this role you’ll manage retailer POs, verify pricing and terms, issue DOs and invoices, and liaise with 3PL and warehouses to align stock, inbound arrivals, and stock takes. English and BM communication required.

Qualifications

• 6 months – 1 year in supply chain admin, order processing or customer service; FMCG/beauty with modern trade exposure preferred.
• Basic Excel (VLOOKUP, pivot tables).
• Working proficiency in English and Bahasa Malaysia for retailer and 3PL communication.

Responsibilities

• Receive, validate and process retailer POs across all brands.
• Verify pricing, trading terms, MOQ and promo mechanics before release.
• Issue DOs and invoices; track order status from PO receipt to delivery confirmation.
• Flag shortfalls, substitutions or pricing discrepancies to the commercial team before shipment.
• Liaise with 3PL/internal warehouse on picking, packing, labelling and delivery scheduling per retailer requirements.
• Monitor SOH and support stock allocation across retailers when supply is constrained.
• Coordinate inbound arrivals and confirm GRN accuracy.
• Manage stock returns, expiry and defective goods — including cut-off planning, retrieval and disposition.
• Support cycle counts and stock takes; reconcile variances with warehouse and finance.
• Consolidate tester requests from KAMs and retailers; raise and track tester orders.
• Maintain tester allocation records by retailer, store and SKU.
• Maintain order tracker and fulfilment rate reporting.
• Support claims, chargebacks and reconciliation queries from finance.

Skills

English communication

Bahasa Malaysia communication

Detail orientation

Multitasking

Tools

Excel

Job description

GoodSale Tech Malaysia Sdn Bhd is one of the fastest-growing beauty and personal care companies in the region, dedicated to building impactful, trend-driven brands for the modern Asian consumer. Headquartered in Georgetown, Penang and now a KL office hub based in Mid Valley City, we are passionate about turning bold ideas into market-leading beauty brands that resonate across multiple countries.

Our expanding portfolio includes exciting and fast-rising brands such as Seamakeup, Grace and Glow, Lab on Hair, and The Originote — each uniquely positioned to meet different skincare and cosmetic needs, from everyday essentials to high-performance beauty solutions.

We believe in empowering our people to grow alongside our brands. If you are driven, creative, and excited about shaping the future of beauty in Asia, GoodSale Tech Malaysia offers a platform where your ideas matter and your impact is visible.

Join us — and be part of building the next generation of beauty brands in Asia

Supply Chain Admin — Offline Channel

Reports to: Commercial Director

Purpose

Own end-to-end order and stock administration for the offline channel across Watsons, Guardian, KKV, Sasa and other retail partners, ensuring on-time fulfilment and clean documentation.

Key responsibilities

Order management

Receive, validate and process retailer POs (portal and email) across all brands

Verify pricing, trading terms, MOQ and promo mechanics against agreed contracts before release

Issue DOs and invoices; track order status from PO receipt to delivery confirmation

Flag shortfalls, substitutions or pricing discrepancies to the commercial team before shipment

Warehouse and stock coordination

Liaise with 3PL/internal warehouse on picking, packing, labelling and delivery scheduling per retailer requirements

Monitor SOH and support stock allocation across retailers when supply is constrained

Coordinate inbound arrivals and confirm GRN accuracy

Manage stock returns, expiry and defective goods — including cut-off planning, retrieval and disposition

Support cycle counts and stock takes; reconcile variances with warehouse and finance

Tester, POSM and sampling

Consolidate tester requests from KAMs and retailers; raise and track tester orders

Maintain tester allocation records by retailer, store and SKU

Reporting and documentation

Maintain order tracker and fulfilment rate reporting

Support claims, chargebacks and reconciliation queries from finance

Requirements

6 months – 1 year in supply chain admin, order processing or customer service; FMCG/beauty with modern trade exposure preferred

Basic Excel (VLOOKUP, pivot tables)

Working proficiency in English and Bahasa Malaysia for retailer and 3PL communication

Detail-oriented and comfortable chasing multiple parties to close open items