Operations & Administration Assistant

We are looking for a proactive, organized, and detail-oriented Operations & Administration Assistant to support our daily business operations in Malaysia and Singapore.

The successful candidate will work closely with the Operations Executive in coordinating logistics, warehouse operations, inventory management, order fulfilments, office administration, and basic HR-related matters.

This role requires someone who is responsible, independent, willing to learn, and able to manage multiple tasks efficiently.

Key Responsibilities

1.Logistics & Supply Chain Coordination

• Coordinate daily inbound and outbound shipments with third-party logistics (3PL) warehouses and transport providers.

• Arrange deliveries to retailers, distributors, and customers according to delivery schedules and requirements.

• Monitor shipment status and follow up to ensure timely and accurate deliveries.

• Prepare and maintain shipping documents, delivery orders, packing lists, and other logistics records.

• Support domestic and cross-border shipment coordination for Malaysia, Singapore, and other markets.

• Follow up on delivery discrepancies, delays, and other logistics-related issues.

2.Warehouse & Inventory Management

• Liaise with 3PL warehouses on daily operations, stock movements, and inventory matters.

• Monitor inbound receiving, outbound deliveries, and inventory records.

• Assist in reconciling warehouse inventory reports with internal system records.

• Follow up on stock discrepancies, damaged goods, expired products, and inventory adjustments.

• Coordinate product repacking, relabelling, and other warehouse-related activities.

• Assist in reviewing warehouse invoices and checking charges against agreed rates.

3.Order Processing & Documentation

• Assist in processing customer purchase orders and coordinating order fulfillment.

• Work closely with internal teams and warehouses to ensure timely order processing and delivery.

• Maintain accurate order records, delivery tracking, and operational documentation.

• Update order and inventory information in the company's internal systems.

• Follow up on pending orders, incomplete deliveries, and proof of delivery (POD).

• Prepare and update operational reports when required.

4.Office & General Administration

• Support daily office administration, including office supplies, maintenance, and service arrangements.

• Liaise with building management, suppliers, and external service providers.

• Assist in processing supplier invoices, payment requests, and expense claims.

• Maintain proper filing of contracts, invoices, and company documents.

• Support office arrangements, internal activities, and other administrative matters.

5.HR Administrative Support

• Assist in maintaining employee records, attendance, leave, and HR documentation.

• Support recruitment coordination, interview arrangements, and employee onboarding.

• Assist in preparing and collecting payroll-related documents.

• Support other routine HR administrative matters as assigned.

6. Operational Reporting & Coordination

• Prepare and update operational tracking reports.

• Follow up on outstanding matters with warehouses, suppliers, and internal departments.

• Ensure operational records and documents are accurate and properly maintained.

• Assist in improving daily operational processes and efficiency.

• Perform other duties as assigned by the Operations Executive.

Job Requirements

• Diploma or bachelor's degree in business administration, Logistics, Supply Chain Management, or a related field.

• Fresh graduates are welcome to apply; 1–2 years of relevant experience will be an advantage.

• Basic knowledge of logistics, warehouse operations, or administration is preferred.

• Proficient in Microsoft Office, particularly Excel, Word, and Outlook.

• Good communication skills in English and Bahasa Malaysia.

• Strong organizational skills with good attention to detail.

• Responsible, proactive, and able to manage multiple tasks.

• Able to work independently and coordinate effectively with internal and external parties.

• Experience using ERP or inventory management systems is an added advantage.

Preferred Candidate Attributes

• Good follow-up skills and a strong sense of responsibility.

• Detail-oriented, organized, and reliable.

• Positive working attitude and willingness to learn.

• Good time management and problem-solving skills.

• Able to take initiative and work with minimal supervision.

• Trustworthy and able to handle confidential information.

Key Performance Expectations

• Timely coordination of shipments and deliveries.

• Accurate inventory, order, and operational records.

• Effective follow-up on warehouse and delivery issues.

• Timely preparation of administrative documents and reports.

• Reliable support for daily operational and administrative activities.