TRADING OPERATION ADMIN ASSISTANT

Sin Yew Lai Trading; Malaysia; On-site; MYR 20,000 - 100,000; Full time

Job summary

A Malaysian trading company is looking for a Logistics Coordinator responsible for ensuring stock accuracy and managing order processing. Candidates should have at least 1 year of experience in warehouse administration and must be proficient in Microsoft Office. The role involves coordinating with suppliers, verifying goods, and generating essential documentation. This position is ideal for non-executive individuals specialized in clerical support, with immediate availability preferred.

Qualifications

• At least 1 year of working experience in related field (Trading/Warehouse Admin).
• Able to start immediately is preferred.
• Preferably non-executive specialized in Clerical/Administrative Support or equivalent.

Responsibilities

• Coordinate arrival of goods with suppliers and inform Warehouse team.
• Verify documents and ensure stock accuracy.
• Generate Delivery Orders (DO) and Invoices.

Skills

Microsoft Office (Excel)

Stock Coordination

Data Entry

Document Control (DO/Invoice)

Education

Diploma in any field

Primary/Secondary School/SPM/O Level

Job description

To ensure the smooth flow of goods from Supplier to Customer, you are responsible for maintaining real-time stock accuracy so the Sales team knows what they can sell. You will also manage the logistics schedule to ensure goods are delivered fast and documents (DO/Invoice) are returned for billing.

JOB SUMMARY

JOB TASKS

A. INCOMING STOCK

• Arrival Coordination: Check with suppliers when goods are arriving and inform the Warehouse team to standby.

• GRN Verification: Match the Supplier’s Delivery Order against our Purchase Order (PO). If Quantity is short or goods are damaged, reject immediately or take photos for claims.

• System Entry: Key in "Goods Received" immediately so the stock becomes "Available" for Sales to sell.

B. INVENTORY CONTROL

• Stock Monitoring: Monitor "Fast Moving" items. If stock is low, alert the Manager/Purchasing to reorder (don't wait until 0).

• Stock Aging: Highlight items that have not moved for 3+ months (Dead Stock) to the Sales Manager for clearance promos.

• Accuracy: Ensure the "System Stock" matches "Physical Stock" 100%. In trading, wrong stock = lost sales.

C. ORDER PROCESSING

• Order Confirmation: Receive Sales Orders (SO) from the Sales Team. Check if stock is actually available before approving.

• Documentation: Generate Delivery Orders (DO) and Invoices. Ensure prices match the approved quotation.

• Urgent Orders: Handle "Walk-in" or "Urgent" requests from customers, ensuring the warehouse picks these first.

D. LOGISTICS & POD

• Route Optimization: Group deliveries by area (e.g., "All PJ orders go Tuesday") to save lorry fuel/time.

• POD Management: This is critical for Trading. Chase drivers to return Signed DOs daily. Without a Signed DO, Finance cannot collect money.

Candidate Requirement:

• Candidate must possess at least a Primary/Secondary School/SPM/"O" Level, or Diploma in any field.

• Required language(s): Bahasa Malaysia, English. (Mandarin is an added advantage).

• At least 1 Year(s) of working experience in the related field (Trading/Warehouse Admin).

• Required Skill(s): Microsoft Office (Excel), Stock Coordination, Data Entry, Document Control (DO/Invoice).

• Preferably non-executive specialized in Clerical/Administrative Support or equivalent.

• Able to start immediately is preferred.