Inventory Administrator

Job Summary

We are seeking a detail-oriented and organized Inventory Administrator to oversee our stock levels and warehouse data. You will be responsible for tracking incoming and outgoing shipments, conducting regular audits, and utilizing our Inventory Management System (IMS) to ensure data accuracy. The ideal candidate will streamline our logistics processes to minimize waste and prevent stockouts.

Key Responsibilities

• Stock Monitoring: Maintain real-time records of all inventory movements using ERP or spreadsheet software.
• Data Accuracy: Perform regular cycle counts and physical stock audits to reconcile system data with actual warehouse levels.
• Reporting: Generate weekly/monthly inventory reports (e.g., turnover rates, shrinkage, slow-moving items) for management.
• Procurement Support: Monitor stock thresholds and place purchase orders for replenishment when supplies run low.
• Process Improvement: Identify discrepancies in storage or handling procedures and suggest improvements to increase operational efficiency.
• Coordination: Act as a liaison between the procurement, sales, and warehouse teams to ensure seamless product flow.
• Documentation: Verify all delivery notes, invoices, and shipping manifests for accuracy before processing.

Required Skills & Qualifications

• Experience: 1–3 years of experience in inventory control, logistics, or warehouse administration.
• Technical Proficiency: Advanced knowledge of Microsoft Excel and experience with Inventory Management Software.
• Analytical Skills: Strong ability to spot patterns in data and resolve discrepancies quickly.
• Communication: Clear verbal and written communication skills for coordinating with vendors and internal departments.
• Attention to Detail: High level of accuracy in data entry and physical counting.
• Education: High school diploma or GED required; Associate’s or Bachelor’s degree in Supply Chain Management, Logistics, or Business Administration is a plus.
• Language Proficiency:

Mandarin (Fluent/Business Level): Required for direct communication with suppliers, manufacturers, and logistics partners in Chinese-speaking regions.

English & Bahasa Malaysia: Professional working proficiency for internal reporting and documentation.

Working Conditions

• Office environment with frequent visits to the warehouse floor.
• May require occasional lifting of light items or extended periods of standing during physical audits.

Performance Metrics (KPIs)

When interviewing or setting goals for this role, focus on these metrics:

• Inventory Accuracy Rate: Percentage match between system records and physical stock.
• Stockout Frequency: Number of times an item was unavailable for customer/internal orders.
• Shrinkage Rate: Value of missing/damaged inventory over a set period.
• Order Processing Time: Time taken to reconcile and update stock after a shipment arrives.