Inventory Executive

Job Summary:

The Sales & Inventory Executive is responsible for supporting daily sales operations and inventory management to ensure smooth and efficient business operations. This role handles customer coordination, sales documentation, order processing, and payment follow-ups with customers. The position also manages inventory control activities including stock monitoring, stock counts, FIFO practices, expiry tracking, and inventory reporting. The executive will coordinate closely with internal departments such as Production, QA/QC, Procurement, and customers to ensure accurate stock management and timely operational support. Additionally, the role includes administrative support and other ad-hoc duties as assigned by management.

Key Responsibilities:

• Maintain accurate inventory records and monitor stock levels.
• Perform stock counts and ensure proper storage and traceability.
• Monitor expiry dates and apply FIFO practices.
• Support multi-outlet inventory coordination and overall stock control.
• Coordinate closely with Production, QA/QC, and Procurement teams.
• Prepare inventory reports and support daily operations.
• Handle customer inquiries and maintain good relationships with clients.
• Prepare quotations, sales orders, invoices, and related sales documentation.
• Monitor customer orders and coordinate delivery arrangements.
• Follow up on outstanding payments and ensure timely collection from customers.
• Maintain accurate customer records and sales reports.
• Coordinate closely with internal departments to ensure smooth order processing.
• Undertake any other duties and responsibilities as assigned by the management.

Requirements:

• Minimum Diploma or Degree in Supply Chain Management, Warehouse Management, Business Administration, Marketing, Food Technology, or related field.
• At least 2 - 3 years of working experience in sales coordination, inventory control, warehouse, or food manufacturing environment (experience in bird’s nest industry is an advantage).
• Proficient in using inventory management systems and Microsoft Office applications, especially Microsoft Excel (knowledge of SQL / Auto Count / etc. is an advantage).
• Strong understanding of inventory management principles including stock control, forecasting, and optimization.
• Knowledge of GMP, HACCP, and basic food safety & hygiene standards is an added advantage.
• Good customer service, communication, and negotiation skills with the ability to coordinate effectively with customers and cross-functional teams.
• Able to monitor customer payments, follow up on outstanding balances, and maintain accurate sales and inventory records.
• Strong analytical, problem-solving, and critical thinking skills to identify and implement process improvements.
• Strong attention to detail and high level of accuracy in documentation and record keeping.
• Good organizational and time management skills with the ability to multitask in a fast-paced environment.
• Able to perform physical tasks such as stock counting, arranging inventory, and warehouse coordination when required.
• Honest, responsible, and able to work independently with minimum supervision.
• Proficient in Mandarin to effectively communicate with Mandarin-speaking clients.