Operation Admin

Your tasks

(Admin support for Procurement/ Sales admin/OfficeGeneral affairs) Source and liaise with suppliers to obtain quotations, negotiate pricing, lead times, and delivery terms.

Prepare PR and issue purchase orders (POs) in the ERP system in accordance with approved requirements.

Follow up with suppliers on order confirmations, delivery schedules, and outstanding purchase orders.

Monitor supplier delivery performance and ensure materials are delivered according to production requirements.

Coordinate with suppliers and internal departments to resolve material shortages, delayed deliveries, and quality issues.

Perform GRN and PO receiving in the system to update the delivery status of incoming goods and follow up accordingly.

Coordinate with Finance on supplier invoices, payment discrepancies, and purchase order issues where necessary.

Monitor outstanding purchase orders and provide updates status to relevant departments.

Assist in preparation of basic documents related to production and shipping details

Collecting and gathering date/information for project preparation

Monthly stock checking for opening and closing of files

Help out with inventory movement that aim to control stock level and order timely

• Coordinate with internal/external stakeholders, including Custormer, Supplier,Sales PIC and GB support team, to align demand requirements on daily basis.
• Ensures timely order processing and accurate order data entry into ERP systems
• Shipping arrangement for both PO item and FOC sample
• Preparation full-set of shipping docs including B/L,Commercial Invoice and Packing List, Delivery Order and Tax Invoice.
• Arrange shipment bookings and collections with freight forwarders, courier companies, and logistics service providers.
• Shipping arrangement to assigned forwarders for collection of goods and follow up
• Check and Follow-up on overdue payments and ensure customers adhere to agreed payment terms
• Co-ordinate with production PIC to support customer’s delivery with designated Lead time
• Assist in the preparation of Official Quotation before submission to customers
• Maintain and update customer's contact details or any relevant documentation
• Prepare monthly sales report and weekly delivery schedule for HQ and finance
• Prepare purchase requisitions, generate purchase orders, and record goods receipt notes in the ERP system.
• Participate actively in routine production planning, scheduling, monitoring, and performance feedback.
• Provide day-to-day operational support and deliver timely status updates to department management and key stakeholders.
• Assist in preparing essential documentation, including production records, job orders, and shipping paperwork.
• Asign job to production dept based on customer demand and keep communicate with relavant PIC.
• Prepare DO for outsourcing item and samples to be delivered to business partner.
• Office admin including documentations, office general affairs, reception of visitors, Answer company calls, etc.
• Other Ad-hoc duties assigned.

Requirements

Job Requirement

• At least 2 to 3 years of working experience, preferably in factory environment
• Possess experience in administrative paperwork and cross-functional coordination with internal and external stakeholders.
• Team player with a positive attitude
• Possess good interpersonal skills
• Meticulous, well-organized and can work well under time constraints
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with the ability to multi-task.