Supply Chain & Logistics Coordinator

FILPAL; Bayan Lepas; On-site; MYR 36,000 - 60,000; Full time

Job summary

FILPAL is seeking a Logistics Administrator in Bayan Lepas, Penang to coordinate import/export shipments, manage compliant documentation, and maintain accurate stock records across the company and its subsidiaries. This role involves liaising with freight forwarders, customs officers, and suppliers to ensure on-time delivery and smooth operations.

The ideal candidate will hold a Bachelor's degree in a related field and demonstrate strong organizational, communication, and negotiation skills,

Qualifications

• Bachelor’s degree in Supply Chain Management, Logistics, Business Administration, or related field.
• Solid understanding of international trade compliance and shipping documentation.
• Proficiency in MS Office and logistics/inventory management systems, with strong data entry and reporting skills.
• Strong organizational and time management skills with the ability to handle multipleshipments and priorities.
• Excellent communication, coordination, and negotiation skills to liaise effectively with freight forwarders, customs officers, suppliers, and internal teams.

Responsibilities

• Coordinate domestic and international import/export shipments with freight forwarders, couriers and customs officers.
• Perform delivery and pickup of goods, documents and materials across the company and its subsidiaries.
• Monitor shipments, update records and ensure on-time delivery across the company and its subsidiaries.
• Prepare and manage delivery orders, invoices, packing lists, customs declarations, and related documents.
• Assist in customs clearance processes and ensure compliance with local and international trade regulations.
• Maintain accurate stock records and update inventory systems for all incoming and outgoing goods.
• Liaise and negotiate with suppliers on BOMs, pricing, lead times and payment terms.
• Maintain logistics records in hardcopy, software and existing systems; support ad hoc reporting.

Skills

MS Office proficiency

Logistics management systems

Communication

Negotiation

Data entry and reporting

Education

Bachelor’s degree in Supply Chain Management, Logistics, Business Administration, or related field

Tools

Inventory management system

Job description

KEY RESPONSIBILITIES

1. Logistics & Delivery Coordination
   • Assist in coordinating domestic and international import and export shipments, including liaising with freight forwarders, couriers and customs officers across the company and its subsidiaries.
   • Perform delivery and pickup of goods, documents, and materials across the company and its subsidiaries.
   • Monitor incoming and outgoing shipments, update internal records, and ensure on-time delivery across the company and its subsidiaries.
2. Documentation & Compliance
   • Prepare and manage documents such as delivery orders, invoices, packing lists, customsdeclarations documents, receipt and acknowledgement forms across the company and itssubsidiaries.
   • Assist in customs clearance processes and ensure full compliance with local and international trade regulations across the company and its subsidiaries.li>
   • Handle temporary import and export processes across the company and its subsidiaries.
   • Handle, prepare, and complete applications such as tax exemption, drawback application, Certificates of Origin (COO) for Malaysia and Singapore, and other related applications across the company and its subsidiaries.
3. Inventory & Stock Management
   • Maintain accurate stock records and update inventory systems for all incoming and outgoing goods across the company and its subsidiaries.
   • Support stock classification, HS code determination, and annual quantity estimation for tax and compliance purposes across the company and its subsidiaries.
   • Label products and materials accurately, and manage proper documentation for property pass and materials issued to subcontractors across the company and its subsidiaries.
4. Procurement & Supplier Coordination
   • Liaise and negotiate with suppliers on requested Bill of Materials (BOM), including pricing, lead time, delivery schedules, and payment terms, while working closely with stakeholders to support procurement needs across the company and its subsidiaries.
   • Follow up with suppliers post-purchase order issuance to track delivery timelines and resolve issues across the company and its subsidiaries.
   • Tabulate invoices and submit payment proofs to relevant suppliers across the company and its subsidiaries.
5. Administration & Reporting
   • Maintain logistics records in both hardcopy, software and existing systems across thecompany and its subsidiaries.
   • Support internal teams with training, ad hoc reporting, and general logistics-related admin tasks across the company and its subsidiaries.
   • Liaise with internal departments and external stakeholders to align expectations and resolve logistics issues across the company and its subsidiaries.
6. Communication and Coordination:
   • Foster effective communication within the team to facilitate smooth workflow andcoordination across the company and its subsidiaries.
   • Handle inquiries and requests from internal and external parties promptly and professionally across the company and its subsidiaries.
7. Problem Solving and Initiative:
   • Proactively identify and address challenges, proposing process improvements as neededacross the company and its subsidiaries.
   • Take initiative to complete tasks and follow up on outstanding items across the company and its subsidiaries.

QUALIFICATIONS

Bachelor’s Degree in Supply Chain Management, Logistics, Business Administration, or related field

OPTIONAL SKILLSETS

• Solid understanding of international trade compliance, customs procedures, and shipping documentation (e.g., COO, customs declaration, HS code classification).
• Proficiency in MS Office and logistics/inventory management systems, with strong data entry and reporting skills.
• Strong organizational and time management skills with the ability to handle multipleshipments and priorities.
• Excellent communication, coordination, and negotiation skills to liaise effectively with freight forwarders, customs officers, suppliers, and internal teams.
• Analytical and problem-solving abilities to address logistics challenges and propose process improvements.
• High level of integrity, professionalism, confidentiality, responsibility, and accuracy inhandling documents, records, and inventory.
• Proactive, resourceful, detail-oriented, and adaptable, with the ability to work bothindependently and collaboratively in a fast-paced environment.