Hybrid Customer Service & Order Fulfilment Executive | Chemical Trading Company (Selangor/Penang)

HYBRID CUSTOMER SERVICE & ORDER FULFILMENT EXECUTIVE

We are hiring a Customer Service Representative for an industrial environment with a strong focus on order fulfillment, purchasing support, and customer order management. This role is suited to someone with experience in trading or related operational support functions, and with familiarity in adhesives products, dangerous goods handling, and ERP systems. The position requires close coordination with customers, vendors, internal stakeholders, and third-party service providers to ensure accurate order processing, timely shipment follow-up, and effective issue resolution. The role also includes administrative responsibilities and support for ISO9001 record retention requirements. It is an opportunity for a detail-oriented professional who can work independently, respond quickly, and maintain consistent communication across functions.

About the role

• Hybrid role
• Can be based in Selangor or Penang
• Normal working hours
• Annual bonus included in the compensation package.
• The role offers exposure to order fulfillment, purchasing, invoicing, and ERP-based operational processes.
• The position provides experience working with internal stakeholders, third-party service providers, and warehouse personnel.
• The role includes opportunities to support customer service operations within industrial chemicals, logistics, and distribution environments.

What You Will Do

Inside Sales Support

• Responsible to source and purchase materials from both local and oversea vendors.
• To generate customer quotation at advised margin in a timely manner.
• Be one of the Customer's key contact person for customer order management and attend to customer call.
• Follow up on account receivables from customer to avoid any delivery block by Finance & assist in remain the positive cash flow.
• Support in providing the Sales Report to Sales Representative.
• Attend to customer complaint by understand the details, log in and coordinate with internal stakeholder to provide resolution back to customer within the expected timeframe.

Customer Order Management

• Follow established processes to review the customer purchase orders, communicating with customer if any additional or special requirement is needed.
• Process customer orders efficiently and accurately by provide the customer confirmation notifications.
• Perform order entry in system includes entering the sales order, purchase order (to vendor), proforma invoice, good receipt, purchase invoice, delivery note and tax invoice.
• Communicating with vendor to monitor the efficient arrival of purchased product and provide regular shipment update to customers.
• Provide customer service by staying on top of outstanding orders and shipments status.
• Responsible to liaise and working closely with 3rd party service provider or warehouse personnel to ensure the quality and quantity aspect fulfillment of incoming goods.
• Liaise and coordinate with 3rd party service provider or warehouse personnel for both inbound and outbound deliveries arrangement.
• Picking the products based on the FEFO follow by FIFO basis. Provide the shipping instruction & complete shipping documents to 3rd party service providers or customers to ensure a seamless delivery to customers.
• Provide the necessary supports to 3rd party service providers or internal stakeholders to ensure on-time delivery to customers.
• Handle the product sample order and demo unit request (as required).

Administrative Activities

• Responsible in the assigned administrative activities when necessary.
• Responsible to have the systematic filing system and necessary record retention to fulfill the ISO9001 standard.
• Working with Finance team if there is any petty cash handling is required.

Your Skills

• Minimum 2 years of working experience in a relevant field, with trading business experience considered an asset.
• Familiarity with adhesives products and dangerous goods handling will be an added advantage.
• Knowledge and practical use of ERP systems are required for daily order processing activities.
• Strong communication skills with a clear focus on customer satisfaction and responsive service.
• Ability to work independently, collaborate effectively as a team player, and show strong initiative.
• Good coordination, interpersonal, and stress management skills are required for this fast-paced role.
• Strong prioritization ability, excellent follow-through, and close attention to detail are essential.
• Good command of English is required for communication with customers, vendors, and internal teams.