LOGISTICS & WAREHOUSE ADMIN ASSISTANT

Job Responsibilities

• Handle daily administrative and clerical tasks for warehouse and logistics operations, including office filing and documentation.
• Prepare monthly payroll-related information, including overtime, allowances and claims, according to the monthly cut-off for submission to the HR Department.
• Monitor and follow up on warehouse employees’ attendance, including thumbprint discrepancies and related attendance issues.
• Communicate with Warehouse Team Leaders regarding workers’ issues, complaints and attendance matters.
• Extract reports from the warehouse system and update daily invoices and Delivery Orders (DO) by matching them against logistics delivery records.
• Compile, organize and maintain Proof of Delivery (POD) documents, including stamped and signed documents returned by drivers.
• Liaise with customers’ Distribution Centres (DC) to confirm delivery bookings and schedules via email and WhatsApp.
• Coordinate with the HR, Invoicing and Sales Departments on specific delivery instructions and operational matters.
• Work closely with the person-in-charge of each operation to ensure smooth coordination and timely completion of daily tasks.
• Monitor driver attendance and follow up on outstation claims and related documentation.
• Compile monthly utility consumption and overtime applications for monitoring and cost-control purposes.
• Participate in daily morning logistics briefings to facilitate two-way communication and share relevant company updates.
• Maintain good communication with drivers, warehouse personnel, customers and internal departments.
• Support the Logistics Planner / Executive in monitoring daily warehouse and logistics operations.
• Perform other related warehouse and logistics duties as assigned by the superior.

Job Requirements

• Minimum Foundation / Diploma / Degree in Logistics, Supply Chain, Business Administration or a related field.
• Previous experience in warehouse administration, logistics administration or a related role will be an advantage.
• Proficient in Microsoft Excel, Microsoft Word and email communication.
• Comfortable using WhatsApp for daily communication and coordination.
• Good administrative, filing and documentation skills.
• Good communication and coordination skills, especially when dealing with warehouse teams, drivers, customers and internal departments.
• Able to work independently and manage multiple tasks in a fast-paced logistics environment.
• Detail-oriented and attentive when handling attendance records, claims, delivery documents and operational data.
• Responsible, positive and responsive to operational and ad-hoc requirements.
• Willing to work in a warehouse environment in Shah Alam.
• Be positive, responsive and willing to support ad-hoc tasks when required.
• Be willing to be transferred to other divisions within the Group upon formal request.