Terminal Operation Admin Executive

• Job Summary
• We are looking for a Terminal Operation Admin to provide administrative and documentation support to the Terminal Operations team. The role involves coordinating daily terminal activities, maintaining operational records, preparing reports and documents, and liaising with internal departments, customers, contractors, and other operational parties to ensure smooth and efficient terminal operations.
• Requirements
• Diploma or above in Business Administration, Logistics, Maritime Studies, Port Management, Operations Management or related fields.
• 3-5 years of experience in administration, logistics, terminal operations, warehouse, shipping or related industries is preferred.
• Fresh graduates with relevant qualifications may also be considered.
• Good command of English and Mandarin; Bahasa Malaysia is an added advantage.
• Good computer skills, particularly Microsoft Excel, Word and Outlook.
• Good documentation and organizational skills.
• Able to communicate and coordinate effectively with different departments and external parties.
• Detail-oriented, responsible and able to follow up tasks independently.
• Able to work in a port/terminal environment and support operational requirements when necessary.
• Willing to work according to operational requirements, including occasional shift, weekend or public holiday support, where applicable.
• Key Competencies
• Operational Coordination
• Documentation & Record Management
• Communication & Follow-up
• Attention to Detail
• Time Management
• Problem Solving
• Teamwork
• Responsibility & Execution

Job Responsibilities

• 1. Terminal Operations Administration
• Provide daily administrative support to the Terminal Operations team.
• Assist in coordinating daily terminal activities, vessel operations, cargo handling, yard operations and manpower arrangements.
• Maintain accurate records of terminal activities, cargo movements, equipment usage and manpower deployment.
• Follow up on operational matters and ensure relevant information is properly recorded and communicated.
• 2. Documentation & Reporting
• Prepare and maintain operational documents, reports, checklists, forms and records.
• Assist in preparing daily, weekly and monthly operation reports.
• Ensure operational documents are complete, accurate and properly filed.
• Maintain proper records for cargo, vessel, equipment, manpower and operational activities.
• Assist with document submission and retrieval from customers, suppliers, contractors and relevant parties.
• 3. Coordination
• Coordinate with Operations, HR & Admin, Finance, Safety, Warehouse and other internal departments where required.
• Liaise with customers, shipping agents, contractors, suppliers and service providers on operational documentation and administrative matters.
• Follow up on outstanding documents, approvals, quotations, service requests and operational requirements.
• Communicate operational updates to relevant parties in a timely manner.
• 4. Equipment & Manpower Records
• Assist in maintaining records of terminal machinery, equipment and tools used in daily operations.
• Monitor and update equipment deployment and usage records.
• Assist in maintaining manpower deployment, attendance and shift-related records.
• Support the Operations team in preparing manpower and equipment-related reports.
• 5. Safety & Compliance Support
• Assist in maintaining operational safety records and relevant documentation.
• Ensure required operational forms, checklists and records are properly completed and maintained.
• Support the Operations team in preparing documents for internal audits, customer requirements and regulatory inspections.
• Immediately report any documentation gaps or operational issues to the relevant supervisor.
• 6. General Administration
• Handle filing, data entry, scanning, printing and document control.
• Maintain proper electronic and physical filing systems.
• Assist with meeting arrangements, minutes and follow-up actions when required.
• Perform other administrative and operational support duties assigned by the supervisor or management.

Benefits

• Annual Leave
• Medical and Hospitalisation Leave
• EPF
• SOCSO
• EIS
• Annual Bonus
• Medical Insurance
• Training Provided
• Allowance Provided
• Performance Bonus
• Company Trip
• 5 Working Days
• Flexible Working Hours
• Staff Meal
• Overtime Pay

Pay: RM3,500.00 - RM4,500.00 per month

Benefits:

• Flexible schedule
• Free parking
• Maternity leave
• Opportunities for promotion
• Professional development

Work Location: In person