Operation Executive

1) Job Summary

Responsible for coordinating and executing daily shipping and forwarding tasks, ensuring all operational activities, documentation, and reporting are completed accurately, efficiently, and in compliance with internal procedures and regulatory requirements. The role facilitates coordination between internal teams and authorities to ensure smooth logistics operations and supports continuous service improvement, while also attending to ad-hoc assignments as directed by management or superiors.

2) Key Responsibilities

Job Execution & Documentation Management

• Manage end-to-end execution of operations jobs across shipping/forwarding/ catering, ensuring scope, timeline, and service quality.
• Ensure complete operational documentation and job close-out packs for billing/cost recovery (WO/DO/SO, permits, checklists, certificates, evidence, vendor invoices).
• Manage procurement workflow for operations: initiate/approve (as per delegation) Purchase Requisition requirements, ensure proper scope/specs, quotation attachments, and track Purchase Order issuance with Procurement/Finance.
• Ensure receiving/acceptance documentation is complete (DO/GRN/service completion confirmation) and matched with PO scope before submission for payment processing.

Verification & Compliance Review

• Conduct pre-job verification: scope clarity, manpower/equipment readiness, vendor arrangement, site access, and safety controls.
• Review compliance with internal SOPs, client requirements, and applicable controls (port/jetty procedures; catering food safety controls where relevant).
• Verify procurement compliance: vendor eligibility/approved list (if applicable), quotation comparison basis, approval route, and correct charging/cost code allocation.
• Identify non-conformance, operational incidents, procurement discrepancies (wrong item, short supply, price mismatch), and lead corrective action follow-up.

Operational Coordination & Support

• Plan resources (manpower, transport, vendors, equipment) for multiple jobs; manage scheduling and critical-path priorities.
• Coordinate closely with Operation Team for timely sourcing and delivery of materials, provisions, and services needed for execution.
• Manage stakeholder communication (client, vessel reps, agents, vendors, internal teams) and control variations with clear documentation and escalation.
• Provide structured updates (daily/weekly) and risk/issue logs with mitigation actions.

Continuous Improvement

• Identify and implement innovative ideas to improve service quality and operational cost efficiency.
• Drive improvements in workflows/templates (PR scope format, vendor quotation comparison, receiving checklist, job close-out checklist).
• Evaluate vendor performance (quality, responsiveness, compliance, documentation) and recommend vendor retention/blacklist/escalation actions where necessary.
• Support audits (ISO/internal/client), ensure evidence readiness, and close audit findings.

General Duties

• Support budget/cost control through scope validation, quotation benchmarking, and avoidance of unnecessary variation charges (within delegated limits).
• Coach junior staff on documentation discipline, procurement traceability, and execution standards.
• Handle operational and procurement-related client feedback professionally and ensure closure.
• Any other duties assigned by management aligned to ABS operational goals.

3) Authorities

• Assign daily tasks and coordinate team resources for operations execution.
• Approve operational scheduling and vendor bookings within delegated limits and approved scope.
• Verify and sign off job documentation for submission to Finance/Sales Admin (as per delegation matrix).
• Escalate/stop work for safety risks or major non-compliance.
• No authority to approve commercial rates/credit terms or commit major expenditure unless formally delegated.

4) Qualifications & Requirements

**Education  :**Bachelor’s Degree / Diploma in a related field.

Experience: Minimum 3 years of relevant working experience in Operation or similar position

Languages: Proficient in English and Bahasa Malaysia (both written and spoken).

Technical Knowledge: Computer literate and Understanding of Integrated Management  System (ISO 9001 & OHSAS 18001) requirements is an advantage.

5) Preferred Skills & Competencies

• Strong communication and coordination skills.
• Good analytical and documentation ability.
• Ability to multitask and prioritize workloads.
• Strong attention to detail and accuracy.
• Able to work independently with minimal supervision.