Administration Executive

Specialization: LOGISTICS OR SUPPLY CHAIN

Job description:

Job Summary

The position is designed to provide flexible and proactive administrative support, ensuring smooth coordination, documentation, and reporting across departments. Upon completion of priority tasks, the Executive will also assist with general management support functions.

• Assist with the preparation, checking, and follow-up of shipping documents (invoices, packing lists, Certificate of Origin, etc.).
• Coordinate with the internal logistics team and external agents such as shipping companies, forwarding agents, and customs officers.
• Monitor shipment progress and vessel schedules, and assist with Marine Insurance applications when needed.
• Support the compliance of logistics processes with customs, international regulations, and ISO standards.

• Assist in issuing, tracking, and filing purchase orders.
• Coordinate with the purchasing department and suppliers on quotations, delivery timelines, and documentation.
• Maintain procurement records and assist in preparing purchasing-related reports.
• Support routine administrative processes related to cost verification and payment preparation.

• Compile sales data and assist in preparing sales analysis reports and branch summaries.
• Maintain and update customer databases and communication records.
• Assist with customer satisfaction surveys, promotional coordination, and documentation for sales campaigns.
• Support coordination with internal sales staff and relevant departments to ensure workflow continuity.

• Assist in the upkeep and organization of ISO documentation (e.g., ISO9001), including internal audits and checklists.
• Provide administrative support during compliance reviews or audits.
• Occasionally support documentation needs related to corporate governance or stakeholder engagement initiatives.

• Prepare internal reports, summaries, and briefing documents for the Group General Manager.
• Follow up with other departments on progress updates and deadlines.
• Assist with meeting scheduling, document compilation, and ad hoc support tasks when required.
• Maintain discretion and confidentiality when handling sensitive documentation and matters.
• Undertake other work assignment entrusted by the Management as and when required Note:
• Decision-Making: Minor decisions allowed only in routine and guided tasks; otherwise primarily a support role.
• Meetings: Not required to attend meetings at this stage; responsible for follow-ups and updates.
• The above list is not exhaustive and may be amended as and when deemed necessary.

• Diploma or Degree in Business Administration, Logistics, Marketing, or a related field.
• 1–2 years of experience in administrative or operational support preferred; fresh graduates with high adaptability will be considered.
• Good command of English, Bahasa Malaysia, and Mandarin (written and spoken).
• Strong organizational and coordination skills.
• Familiar with Microsoft Office tools (Excel, Word, PowerPoint); exposure to ERP systems is a plus.
• Detail-oriented with the ability to follow through and meet deadline

Interested candidates please reach out to yeo@asiarecruit.com.my

Only shortlisted candidates will be notified.