Full Time Operations Admin Executive Jobs, Salary up to MYR 4,000 in HAVI Selangor - Maukerja

The Operations Admin Executive is responsible for managing and coordinating the day-to-day administrative activities supporting warehouse, transport, procurement, billing and customer operations.

The role provides operational oversight to ensure that procurement transactions, 3PL documentation, billing, OSND management, Delivery Notes, attendance records, CPH reporting and related administrative activities are completed accurately and within agreed timelines and KPIs.

The position also provides leadership and direction to the Operations Administration team, ensuring effective workload distribution, timely completion of tasks, accurate reporting and continuous follow-up with internal and external stakeholders.

Key Responsibilities

A. Team Management & Operational Administration

• Manage and coordinate a team of 8 employees covering procurement, billing, OSND, Delivery Note management and attendance-related activities.
• Allocate workload and monitor team performance to ensure responsibilities are completed within agreed timelines and KPIs.
• Conduct regular one-to-one discussions, team meetings and coaching sessions.
• Provide guidance and support team members in resolving operational and administrative issues.
• Monitor daily, weekly and monthly deliverables and ensure timely escalation of outstanding matters.
• Establish and maintain appropriate trackers and controls to monitor operational activities.
• Ensure proper documentation and filing of operational records.
• Coordinate with Transport, Warehouse, Inventory, Finance, Customer Service, Supply Chain and other relevant stakeholders.
• Identify process gaps and recommend improvements to increase efficiency, accuracy and control.

B. Procurement – Non-3PL Transport Related

Oversee the procurement administration activities for non-3PL transport-related operational requirements, including:

• Request quotations from suppliers and vendors.
• Prepare Purchase Requisitions (PR).
• Coordinate the creation and issuance of Purchase Orders (PO).
• Manage the delivery of goods and services for common operational requirements.
• Ensure POs are available and approved prior to the receipt of goods or services.
• Prepare Goods Received Notes (GRN) upon receipt and confirmation of goods/services.
• Maintain procurement trackers for monitoring and follow-up purposes.
• Ensure invoices are submitted to Finance within the required timeframe.
• Regularly follow up with vendors based on Statements of Account (SOA) to identify and resolve missing invoices or transactions.
• Ensure procurement documentation is complete, accurate and properly maintained.

Team allocation: 2 employees

C. Procurement – 3PL Transport Related

Oversee procurement administration activities related to 3PL transport operations, including:

• Process procurement transactions based on approved master quotations and agreed commercial terms.
• Prepare Purchase Requisitions (PR).
• Coordinate the request and issuance of Purchase Orders (PO).
• Prepare Goods Received Notes (GRN).
• Ensure timely release of POs and GRNs to transporters.
• Maintain appropriate procurement and transaction trackers.
• Follow up regularly with transporters/vendors based on Statements of Account to ensure all transactions and invoices are captured.
• Coordinate with Transport Operations and Finance to resolve discrepancies and outstanding documentation.
• Ensure all procurement transactions comply with established processes and approval requirements.
• Prepare and release weekly status updates for MLT reporting.

Team allocation: 2 employees

D. Billing, OSND & Delivery Note Management

1. Billing Management

Manage and coordinate billing-related activities for 3PL customers:

• Monitor and manage billing activities for 3PL customers.
• Ensure daily updates of inbound and outbound operational activities.
• Prepare and release weekly/monthly billing reports to Finance for Accounts Receivable invoice issuance.
• Monitor and manage inventory records for 3PL customers.
• Ensure billing information is accurate, complete and supported by appropriate operational records.
• Investigate and resolve billing discrepancies with relevant stakeholders.

2. OSND Management – Type 1

• Coordinate with the Transport Team for submission and verification of OSND reports downloaded from the relevant portal.
• Perform comparisons between Transport Reports and SOA System.
• Validate the accountable party for shortages in coordination with the Inventory Team.
• Finalize OSND details and communicate claims to transporters for review, acceptance or rejection.
• Provide transporters with the agreed timeframe to review and dispute claims.
• Upon expiry of the review period, coordinate execution of recharge through the SP Team.
• Maintain proper documentation and records of OSND cases and recharge status.

3. OSND Management – Type 2

• Ensure daily updating of OSND reports based on Delivery Notes received from transporters.
• Manage and monitor the team responsible for daily OSND updates to ensure accuracy and timeliness.
• Validate the accountable party for shortages in coordination with the Inventory Team.
• Finalize OSND details and release claims to transporters for review, acceptance or rejection.
• Monitor transporter responses and ensure claims are closed within the agreed timeline.
• Upon completion of the review period, coordinate execution of recharge through the CS Team.
• Maintain accurate OSND records and supporting documentation.

4. Delivery Note Printing & Tracker

• Manage the team responsible for the daily updating and monitoring of Delivery Notes (POD and settlement rules) received from transporters.
• Follow up with transporters at least twice weekly on outstanding Delivery Notes.
• Monitor and maintain the Delivery Note pending tracker.
• Prepare and release weekly status updates for MLT reporting.
• Ensure Delivery Notes are printed timely daily prior to loading.
• Release the required Delivery Notes to Transport Supervisors for all Business Units.
• Ensure all Delivery Note records are complete, accurate and properly maintained.

5. Other Tasks

• Managing of the inventory of stretch films from request to purchase monitoring of the usage pattern by operations team. This is supported by a tracker created solely for managing this area.

Team allocation: 3 employees

E. 3PL & Driver Attendance / Lumpers Management

1. 3PL Manpower Attendance

• Manage and monitor daily 3PL manpower attendance updates for CPH computation.
• Ensure attendance records are accurately captured based on workers' Punch Cards.
• Use verified attendance records to review and validate monthly vendor charges.
• Identify and resolve discrepancies between attendance records and vendor invoices.
• Submit verified invoices to the Admin Procurement Team for PR and PO processing.
• Prepare monthly accrual reports for submission to Finance.
• Maintain appropriate supporting documentation for audit and reconciliation purposes.

2. Driver Attendance

• Maintain driver attendance records based on the Transport Team's driver assignment reports.
• Verify driver overtime against the relevant Punch Card records.
• Coordinate with Transport Operations to resolve attendance or overtime discrepancies.
• Ensure verified attendance information is available for review purposes.

3. Lumpers Report

• Maintain daily records of lumpers involved in import and export activities.
• Ensure daily updates are complete and accurate.
• Use the reports to support invoice verification and monthly accrual preparation.
• Coordinate with relevant operational teams to resolve discrepancies.

Team allocation: 1 employee

F. CPH Reporting & Operational Performance

• Collect and consolidate daily inbound and outbound volumes for all Business Units.
• Update daily CPH reports based on operational volumes and manpower information.
• Ensure CPH reports are accurate and available for stakeholder review and confirmation.
• Monitor CPH performance and highlight significant variances or abnormalities.
• Coordinate with Operations and relevant stakeholders to validate reported volumes and manpower figures.
• Support management in identifying opportunities to improve operational productivity and cost efficiency.

4. Key Stakeholder Management

The Operations Admin Executive is expected to work closely with:

• Transport Operations
• Warehouse Operations
• Inventory Team
• Finance / Accounts Receivable
• Supply Chain
• Customer Service
• Procurement
• 3PL Transporters
• Vendors and Service Providers
• Internal and External Customers
• Senior Management

The role requires effective communication and follow-up with stakeholders to ensure operational transactions, documentation, billing and reporting are completed accurately and within the required timelines.

Perform other duties and projects assigned by the Senior Manager or Management from time to time.

5. Key Performance Indicators (KPIs)

Performance will be measured against, but not limited to, the following:

• Timeliness
• Completion of daily, weekly and monthly activities within agreed deadlines.
• Timely submission of PR, PO, GRN, billing, OSND and reporting requirements.
• Accuracy
• Accuracy of billing, OSND, attendance, CPH and operational reports.
• Minimal errors, discrepancies and rework.
• Procurement Compliance
• POs established prior to receipt of goods/services.
• Complete and accurate procurement documentation.
• Timely closure of outstanding vendor transactions.
• OSND Management
• Timely identification, validation and closure of OSND cases.
• Timely submission of claims to transporters and execution of recharge.
• Documentation Control
• Timely collection and accurate maintenance of Delivery Notes and supporting documents.
• Effective tracking and closure of outstanding documentation.
• Billing & Financial Support
• Timely and accurate billing reports submitted to Finance.
• Accurate accrual preparation and invoice verification.
• Team Performance
• Effective workload management.
• Achievement of team KPIs and agreed service levels.
• Effective coaching, communication and performance management.
• Process Improvement
• Identification and implementation of improvements to strengthen controls, efficiency and operational effectiveness.

6. Required Competencies

Functional Competencies

• Strong understanding of operations administration and logistics processes.
• Knowledge of procurement processes, PR, PO and GRN procedures.
• Understanding of transport and 3PL operations.
• Experience in billing, reconciliation and invoice verification.
• Strong documentation and record-management skills.
• Good numerical and analytical capability.
• Ability to work with operational data, trackers and reports.
• Good knowledge of Microsoft Excel and other Microsoft Office applications.
• Ability to manage multiple activities and competing priorities.

Leadership Competencies

• Team leadership and workload management.
• Coaching and development of team members.
• Strong follow-up and accountability.
• Problem-solving and decision-making.
• Stakeholder management.
• Ability to identify operational risks and escalate issues appropriately.
• Strong attention to detail and process discipline.

Behavioural Competencies

• Proactive and self-motivated.
• Responsible and accountable.
• Strong communication skills.
• Able to work under pressure and meet deadlines.
• Collaborative and customer focused.
• High level of integrity and confidentiality.
• Flexible and adaptable to changing operational requirements.

7. Qualifications & Experience

• Diploma or Bachelor's Degree in Business Administration, Logistics, Supply Chain, Operations Management or a related field.
• Preferably 3–5 years of relevant experience in operations administration, logistics, transport, procurement, billing or supply chain administration.
• Experience in managing or coordinating a team is preferred.
• Experience working with 3PL transport operations will be an advantage.
• Strong Excel and reporting skills.
• Experience in handling multiple stakeholders and operational deadlines.

8. Overall Accountability

The Operations Admin Executive is accountable for ensuring that the Operations Administration function provides accurate, timely and reliable administrative support to the business.

The role is responsible not only for completing administrative transactions but also for managing the team, maintaining effective controls, monitoring operational performance, identifying gaps and ensuring timely closure of outstanding matters.

The position plays an important role in connecting Operations, Transport, Inventory, Finance, Procurement, customers and 3PL partners to ensure smooth and compliant day-to-day business operations.

Pay: RM2,500.00 - RM4,000.00 per month

Benefits:

• Additional leave
• Dental insurance
• Free parking
• Health insurance
• Maternity leave
• Opportunities for promotion
• Professional development

Work Location: In person