About the role:

To manage and coordinate supply chain activities covering inbound operations, project shipments, East Malaysia logistics, inventory movements and 3PL coordination. The role ensures shipments, documentation, customs clearance, GRN, stock movements and deliveries are completed accurately and on time while maintaining close coordination with Business, Buyers, Stores, 3PL partners, vendors and the global team.

Inbound Operations:

Manage and monitor end-to-end inbound shipments and maintain accurate shipment trackers.
Coordinate with 3PL, Buyers, Global team and freight forwarders to ensure smooth inbound operations.
Follow up on PO creation/confirmation, Item Master, ASN mismatches and Priority GRN requirements.
Review and verify key shipping documents including pre-alert, BL, Original/Telex BL and supporting documents.
Review K1/K9 customs declarations and coordinate duty confirmation and clearance requirements.
Monitor GRN status and ensure timely system and inventory updates.
Investigate and resolve shipment discrepancies, missing stock, PO/ASN mismatches and GRN issues with relevant teams.
Maintain proper shipment documentation and ensure timely updates to internal stakeholders.

East Malaysia Operations:

Manage end-to-end East Malaysia shipments from booking, warehouse loading and customs clearance through final store delivery.
Arrange LCL bookings and coordinate shipment schedules with logistics partners.
Prepare and verify CIPL, pre-alerts, load lists and shipment documentation.
Coordinate warehouse loading and ensure shipment quantities and documents are accurate.
Follow up Booking Confirmation (BC) and shipment status with freight forwarders and 3PL.
Monitor shipment movement, customs clearance, lead time and final-mile delivery.
Provide timely shipment and delivery updates to Buyers, Concepts, Stores and Management.
Maintain and circulate the East Malaysia shipment tracker.
Verify logistics/vendor invoices and supporting documents before submission for approval.
Follow up and escalate shipment delays, documentation issues and delivery discrepancies with relevant logistics partners.

Project Logistics, VMD, NCG & Marketing Support:

Manage end-to-end logistics activities for new store openings, renovations, fixtures, Visual Merchandising (VMD), Non-Commercial Goods (NCG), marketing initiatives and other special projects.
Conduct RFQs and vendor comparisons for new logistics requirements.
Coordinate shipment bookings, customs clearance, warehouse arrangements, transportation and final delivery with vendors, logistics partners and 3PL providers.
Monitor end-to-end shipment progress and provide timely updates to Concepts, Marketing, VMD, vendors and other stakeholders.
Review and verify Bills of Lading (BL), customs clearance documents and other shipping documentation to ensure compliance and accuracy.
Manage Goods Receipt Notes (GRN), stock verification, physical stock checks and inventory movements, investigating shipment discrepancies, missing or damaged items and coordinating corrective actions.
Coordinate new NCG orders and ensure timely fulfilment of logistics and inventory requirements.
Manage urgent deliveries and ensure project timelines are achieved.
Support the Marketing and VMD teams by providing product photos, stock information and other logistics-related requirements.

Inventory, Warehouse & 3PL Management:

Manage daily operational coordination with 3PL providers, freight forwarders and logistics partners to ensure efficient warehouse operations and inventory movements.
Monitor and coordinate Inter-Store Transfers (IST), Transfer Orders (TO), Return to Warehouse (RTW), Goods Receipt Notes (GRN) and manual GRNs for inbound, project and special shipments.
Coordinate with Inventory, Concepts and 3PL providers to ensure accurate and timely stock movements, inventory transactions and supporting operational documentation.
Conduct stock verification, physical stock checks, warehouse audits, loading inspections and pallet condition checks to ensure inventory accuracy and operational compliance.
Investigate and resolve inventory discrepancies, delivery issues, missing or damaged stock, and implement corrective actions with 3PL providers.
Participate in operational review meetings, warehouse briefings and KPI discussions to monitor service performance and drive continuous improvement.
Support internal stakeholders during warehouse visits, operational activities and inventory-related requirements.
Escalate critical operational issues, service failures and unresolved matters to Management where necessary.

Reporting & Stakeholder Management:

Maintain and update inbound, East Malaysia and project shipment trackers.
Prepare regular operational updates covering shipment status, delivery performance, risks and pending actions.
Coordinate closely with Buyers, Business, Stores, Management, Global team, 3PL, freight forwarders and vendors.
Participate in KPI reviews, operational meetings and escalation discussions.
Provide timely responses and updates on daily operational enquiries.
Conduct store and warehouse visits when required to support operational improvement.
Maintain complete shipment and supporting records for reporting and audit purposes.

Compliance & Documentation:

Ensure all shipment, customs, GRN and inventory documentation is complete and properly maintained.
Review and verify customs documentation, including K1 and K9, before confirmation.
Ensure system and inventory transactions are supported by the correct physical stock movement and documentation.
Maintain proper records to ensure operational traceability and audit readiness.
Identify and escalate potential customs, inventory or process compliance risks.
Support internal and external audits by providing the required documentation and transaction records.

Qualification:

Bachelor’s Degree in Supply Chain Management, Logistics, Business Administration, Operations Management or a related field.
Relevant professional or vocational certification in Logistics, Supply Chain, Import/Export or Customs will be an added advantage.
Analytical skills, presentation and report preparation skills will be needed.
Minimum 5 years of relevant experience in Supply Chain, Logistics, Import operations, 3PL management skills.
Experience working with 3PL providers, freight forwarders, vendors and transporters / Experience in retail supply chain, project logistics or East Malaysia shipments will be an added advantage.

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