Admin & Operation Executive

1. Order Fulfilment & Execution

·        Monitor confirmed customer orders from order release until delivery or self-collection is completed.

·        Review daily and upcoming orders to ensure required delivery dates are achievable.

·        Coordinate with Admin and Warehouse on order priority, stock readiness, picking and packing status.

·        Track outstanding and partially fulfilled orders and follow up proactively on delays or incomplete orders.

·        Highlight potential fulfilment risks to the Operations Manager before they affect customers.

·        Ensure operational issues are followed through until closure.

2. Warehouse Coordination

·        Coordinate daily warehouse picking, packing, loading and order preparation activities.

·        Monitor Picking Lists issued to the warehouse and ensure orders are prepared according to priority.

·        Check order readiness against required delivery or collection schedules.

·        Coordinate suitable packaging for loose, bulk, project and long-length materials.

·        Ensure project names and packaging labels are correctly applied where required.

·        Follow up on missing, damaged, incorrect or insufficient stock.

·        Support warehouse stock arrangement, housekeeping, space utilisation and workflow discipline.

3. Delivery & Logistics Coordination

·        Plan and coordinate daily and weekly delivery schedules.

·        Arrange internal or third-party transport based on order size, product type and delivery requirements.

·        Determine suitable vehicle requirements based on product dimensions, weight, quantity, delivery location, site accessibility and unloading requirements.

·        Obtain and compare transport quotations where required.

·        Confirm delivery coverage, schedule and transport cost.

·        Coordinate with drivers, transporters, Warehouse, Sales and customers.

·        Verify delivery address, contact person, site operating hours, access restrictions and unloading requirements before dispatch.

·        Monitor delivery progress and resolve delivery-related issues.

·        Follow up on failed, postponed or incomplete deliveries.

4. Self-Collection Coordination

·        Monitor orders arranged for customer self-collection.

·        Ensure goods are ready before the agreed collection date.

·        Coordinate with Warehouse and Admin on collection status.

·        Follow up on orders that remain uncollected.

·        Update relevant parties once collection is completed.

5. Operational Tracking & Reporting

·        Maintain accurate operational status for picking, packing, order readiness, delivery, self-collection and outstanding issues.

·        Review and update relevant operational trackers and assist in maintaining the Master Order Tracker.

·        Prepare daily or weekly summaries of outstanding orders, delayed orders, delivery issues, warehouse bottlenecks and stock-related issues.

·        Escalate critical operational issues to the Operations Manager promptly.

6. Inventory & Stock Control Support

·        Assist with stock checks and cycle counts.

·        Investigate stock discrepancies together with the Warehouse and Admin teams.

·        Monitor stock availability for confirmed customer orders.

·        Highlight fast-moving, slow-moving or potentially insufficient stock.

·        Assist the Operations Manager with stock movement and inventory information.

·        Support incoming stock coordination and warehouse space planning.

·        Ensure damaged or returned stock is properly identified and segregated.

7. Return, Exchange & Operational Issue Handling

·        Coordinate return and exchange cases with Sales, Warehouse and Admin.

·        Verify returned quantities and physical condition.

·        Record and follow up issues such as wrong delivery, quantity discrepancy, damaged goods, missing items and delivery failure.

·        Coordinate replacement delivery or corrective action when approved.

·        Ensure cases are properly documented and closed.

8. Process Improvement & SOP Implementation

·        Support the Operations Manager in developing and implementing SOPs, checklists, trackers, warehouse controls and delivery processes.

·        Identify recurring operational problems and recommend practical improvements.

·        Improve visibility of order and warehouse status.

·        Support initiatives to reduce missed follow-ups, delivery delays and operational errors.

·        Assist in implementing KPIs and monitoring operational performance.

9. Cross-Functional Coordination

·        Work closely with Admin on order status, Picking Lists, Delivery Orders, delivery schedules and outstanding orders.

·        Coordinate with Sales on delivery requirements, urgent orders, customer expectations and project priorities.

·        Coordinate with Warehouse on picking, packing, stock readiness, loading and stock discrepancies.

·        Coordinate with Finance on payment-related order release where necessary.

·        Coordinate with transporters and drivers on vehicle arrangements, delivery timing and loading/unloading requirements.

·        Coordinate with customers on delivery or collection arrangements when required.

10. Documentation & General Operations Support

·        Assist with operational documentation where necessary.

·        Ensure completed deliveries and operational records are properly handed over for documentation.

·        Assist in tracking signed Delivery Orders.

·        Support basic data entry and records related to warehouse, delivery, returns and transport activities.

·        Maintain proper records for operational reference and audit purposes.

Requirements

Experience

Preferably 2–4 years of relevant experience in operations, order fulfilment, warehouse, logistics, supply chain or distribution.

Skills & Competencies

·        Strong follow-up and coordination skills.

·        Good organisational and time-management skills.

·        Ability to manage multiple orders and priorities simultaneously.

·        Strong attention to detail and practical problem-solving ability.

·        Comfortable coordinating with warehouse workers and transporters.

·        Ability to work independently with minimal supervision.

·        Good communication and interpersonal skills.

·        Proficient in Microsoft Excel and Microsoft Office.

·        Experience with ERP, accounting or inventory systems is an advantage.

·        Able to work in both office and warehouse environments.