Operations Executive - Ampang Jaya

Overseeing and coordinating company’s daily operations to ensure efficiency, compliance, and alignment with strategic goals.

To ensure timely, cost-effective procurement of goods and services while maintaining compliance with regulatory requirements, including Malaysia’s e-invoicing and SST frameworks.

Support Carepro Specialty’s values of Care Excellence and Professional Precision through procurement, logistic, supply chain, regulatory processes and documentation practices across department and any adhoc assignment.

Key Accountabilities

• Coordinate daily business operations across procurement, logistics and warehousing.
• Ensure smooth interdepartmental workflows and timely execution of operational tasks.
• Monitor and improve standard operating procedures (SOPs) to enhance efficiency and service quality.

• Liaise with suppliers to ensure timely delivery of goods and services.
• Negotiate price, terms and delivery schedules to optimize cost and quality.
• Maintain accurate procurement records and supplier databases.

• Monitor inventory levels and coordinate replenishment to prevent stock-outs or overstocking.
• Collaborate with warehouse and logistic teams to ensure timely inbound movement of goods.
• Support demand planning and inventory planning through accurate forecasting.

• Ensure all transaction comply with Malaysia’s e-invoicing framework, including timely issuance and validation via portal or integrated systems.
• Apply correct Sales and Service Tax (SST) classifications and rate (5%, 6%, 8% or 10%) based on product/ service type.
• Liaise with Finance department to ensure proper documentation and audit readiness.

• Prepare reports on operational KPIs, procurement activities and compliance metrics.
• Maintain accurate records of transactions, contracts, and SOPs for internal audits and continuous improvement.

• Identify bottlenecks and propose solutions to streamline workflows.
• Support implementation of digital tools and systems to enhance operational visibility and control.
• Stay updated on industry trends (supply chain), regulatory changes, and best practices.

• Coordinate with sales and marketing team to prepare sample for customer testing.
• Ensure accurate documentation of sample requests, batch details, and delivery timelines.
• Liaise with internal team/ supplier on samples request and maintain sample inventory log.
• Ensure proper packaging, labeling and dispatch samples.
• Diploma or Degree in Bachelor (Hons.) in Supply Chain Management, Business Administration or related field.
• Minimum 2-3 years of experience in purchasing or procurement/ supply chain. Preferably in personal care or FMCG industry.
• Able to communicate and write in English, Malay or Chinese.
• Familiarity with e-invoicing process and SST compliance in Malaysia.
• Strong negotiation, analytical and communication skills.
• Proficiency in Microsoft office and procurement software.
• Detail-oriented with excellent organizational and time management abilities.
• Customer-focused with excellent problem-solving abilities.

Preferred Attitudes:

• Proactive. Takes initiatives to anticipate operational needs and resolve issues before they escalate. See challenges as opportunities to improve systems and outcomes.
• Owns responsibilities and follow through with commitments. Upholds transparency and ethical standards in all dealings, especially in procurement and compliance matters.
• Precision-oriented. Pays close attention to detail, ensuring accuracy in documentation, e-invoicing, SST classification and sample coordination.
• Adaptability & Resilience. Embraces change and remains composed under pressure, especially when managing multiple priorities or navigating regulatory updates.
• Continuous improvement mindset. Actively seek feedback, stay curious and looks for ways to enhance operational efficiency and workflow processes.
• Understand that internal and external stakeholders are partners in success. Strives to deliver timely, quality outcomes that reflect service excellence.
• Maintains a positive, respectful and composed attitude in all interactions, whether with suppliers, team members or clients.