Logistics Operations Executive

We are a well established Electric Induction Motor company specializing in the manufacturing & marketing of TECO brand motor. TECO products have firmly established itself as a leader in the field of Electric & Machinery in the Asian region for over 40 years. We are also an Internet Data Center Contractor and some of our major customers are Google, Amazon & Microsoft. This is a full-time role that offers an exciting opportunity to contribute to the growth and success of our organisation.

Therefore, we are seeking experienced Logistics Operations Executive to join our team.

1. Position Purpose

The Logistics Operations Executive is responsible for coordinating and managing the Company's daily logistics activities, including import and export shipments, customs clearance, freight forwarding, transportation arrangements, delivery coordination and logistics documentation.

The position will work closely with the Purchasing Executive, suppliers, freight forwarders, customs agents, transporters and internal stakeholders to ensure the smooth and timely movement of goods in support of daily operations and ongoing projects.

The role is established to strengthen logistics execution, improve shipment visibility, minimize customs clearance and delivery delays, and ensure that materials and equipment required for ongoing projects are delivered according to the agreed schedules.

2. Key Responsibilities

A. Daily Logistics Operations

·       Manage and coordinate daily inbound and outbound logistics activities.

·       Arrange local and international transportation, freight forwarding and delivery schedules.

·       Liaise with suppliers, freight forwarders, shipping agents, customs brokers and transporters.

·       Monitor shipment status and ensure timely movement of goods from suppliers to the designated delivery locations.

·       Coordinate collection, loading, unloading and delivery arrangements with relevant parties.

·       Follow up on delayed shipments and take appropriate corrective action.

·       Ensure logistics activities are properly planned and executed to meet operational and project requirements.

·       Maintain accurate records of shipment status, delivery schedules and outstanding logistics matters.

B. Import, Export & Customs Clearance

·       Coordinate import and export customs clearance activities with appointed customs agents and freight forwarders.

·       Prepare, verify and maintain shipping and customs documentation, including commercial invoices, packing lists, Bills of Lading, Air Waybills, Certificates of Origin and relevant customs declarations.

·       Ensure that customs documentation is complete, accurate and submitted within the required timelines.

·       Coordinate with relevant parties to verify tariff classifications, applicable duties and taxes, import/export permits and other regulatory requirements.

·       Liaise with customs agents to resolve clearance issues, shipment holds and documentation discrepancies.

·       Monitor shipment arrival dates and ensure timely customs clearance to avoid unnecessary storage, demurrage or detention charges.

·       Ensure compliance with applicable Malaysian customs regulations, import/export requirements and internal company procedures.

·       Maintain complete customs clearance records for audit and compliance purposes.

C. Shipment & Freight Coordination

·       Coordinate sea freight, air freight and land transportation according to operational requirements.

·       Obtain freight quotations and coordinate cost comparisons for management review.

·       Monitor shipment bookings, vessel schedules, estimated arrival dates and delivery commitments.

·       Coordinate with suppliers and freight forwarders to ensure timely shipment arrangements.

·       Monitor freight charges and identify opportunities for cost optimization.

·       Address shipment discrepancies, damaged goods, missing items and delivery delays.

·       Ensure shipping documents are properly maintained and communicated to relevant stakeholders.

·       Escalate critical shipment issues that may affect project schedules or customer commitments.

D. Project Logistics Coordination

·       Coordinate logistics arrangements for materials, equipment and other items required for ongoing projects.

·       Work closely with the Purchasing Executive and Project/Sales teams to understand project delivery requirements.

·       Prepare and maintain project-specific shipment and delivery schedules.

·       Monitor critical shipments and long-lead-time materials to ensure alignment with project milestones.

·       Identify potential logistics bottlenecks and escalate delivery risks before they affect project execution.

·       Coordinate deliveries to project sites, warehouses, customers or other designated locations.

·       Provide regular updates on shipment status, customs clearance progress and expected delivery dates.

·       Ensure logistics activities support the timely execution and completion of ongoing projects.

E. Purchasing & Order Fulfilment Support

·       Work closely with the Purchasing Executive to coordinate shipment arrangements following Purchase Order issuance.

·       Follow up with suppliers on cargo readiness, shipping schedules and delivery commitments.

·       Coordinate delivery arrangements based on confirmed procurement requirements.

·       Monitor outstanding shipments and partial deliveries.

·       Assist in resolving delivery discrepancies and logistics-related supplier issues.

·       Ensure goods are delivered according to the required specifications, quantities and delivery schedules.

·       Provide logistics updates to support purchasing and project planning.

F. Logistics Cost Monitoring & Documentation

·       Monitor freight charges, transportation costs, customs duties, clearance fees and other logistics-related expenses.

·       Review freight forwarders' and transporters' invoices against approved quotations and supporting documents.

·       Identify discrepancies in logistics charges and coordinate their resolution before forwarding invoices for payment processing.

·       Maintain proper documentation for shipping, customs clearance and delivery transactions.

·       Assist the Finance team with logistics cost allocation and supporting documentation.

·       Monitor additional charges arising from shipment delays, storage, demurrage and detention.

·       Recommend opportunities to improve logistics efficiency and cost control.

G. Operational Reporting & Continuous Improvement

·       Maintain an updated shipment and logistics tracking report.

·       Prepare regular reports on outstanding shipments, customs clearance status and delivery schedules.

·       Highlight critical logistics issues requiring management attention.

·       Monitor logistics service providers' performance.

·       Identify recurring logistics issues and recommend corrective actions.

·       Support improvements to logistics procedures, documentation and internal controls.

·       Assist in developing and maintaining standard operating procedures for logistics operations.

3. Key Working Relationships

Internal Stakeholders

·        Finance Manager

·        Purchasing Executive

·        Finance & Accounting Team

·        Sales and Project Teams

·        Warehouse / Operations Personnel

·        Management

External Stakeholders

·        Local and Overseas Suppliers

·        Freight Forwarders

·        Customs Brokers and Clearance Agents

·        Shipping Lines and Airlines

·        Transporters and Logistics Service Providers

·        Relevant Regulatory Authorities

4. Qualifications & Experience

·       Diploma or Degree in Logistics, Supply Chain Management, Business Administration, International Trade or related discipline.

·       Minimum 2–3 years of relevant experience in logistics operations, shipping, freight forwarding or import/export coordination.

·       Practical knowledge of Malaysian customs clearance procedures and import/export documentation.

·       Familiarity with sea freight, air freight and land transportation arrangements.

·       Knowledge of shipping terms, including Incoterms.

·       Experience in manufacturing, engineering, trading or project-based environments is preferred.

·       Proficiency in Microsoft Excel and other Microsoft Office applications.

·       Experience with SAP or logistics management systems would be an advantage.

·       Good communication skills in Mandarin, English and Bahasa Malaysia.

5. Key Competencies

·       Strong coordination and organisational skills.

·       Good understanding of shipping and customs clearance procedures.

·       Ability to manage multiple shipments and project requirements simultaneously.

·       Strong follow-up discipline and attention to detail.

·       Good problem-solving and communication skills.

·       Ability to work independently and under tight deadlines.

·       Proactive in identifying potential shipment delays and operational risks.

·       Strong sense of urgency, responsibility and accountability.

·       Cost-conscious with an understanding of logistics efficiency.

·       Ability to work effectively with internal and external stakeholders.

6. Expected Outcomes

The appointment of a Logistics Operations Executive is expected to:

·       Strengthen the Company's daily logistics operations and shipment coordination.

·       Establish dedicated ownership of import/export shipments and customs clearance follow-up.

·       Reduce operational dependency on the sole Purchasing Executive.

·       Improve shipment tracking and visibility over ongoing project deliveries.

·       Minimise avoidable customs clearance delays and additional logistics costs.

·       Improve coordination between purchasing, suppliers, freight forwarders and project teams.

·       Strengthen logistics documentation, accountability and compliance.

·       Enable the Purchasing Executive to concentrate on procurement, sourcing, supplier management and Purchase Order administration.

·       Improve overall business continuity and operational efficiency within the Purchasing and Logistics function.

7. Overall Position Objective

The Logistics Operations Executive will serve as the key operational coordinator responsible for ensuring that goods purchased by the Company are properly shipped, cleared through customs where applicable, transported and delivered to the required destination on time.

The role is intended to close the existing logistics execution gap, strengthen shipment and project delivery coordination, and provide essential operational support to the Purchasing Executive.