Admin Assistant, Inventory Management

Admin Assistant, Inventory Management

Job Purpose:

To manage and oversee all inventory-related activities within the warehouse to ensure accurate and efficient stock management. This includes maintaining optimal inventory levels, conducting regular stock audits, and implementing inventory control procedures to minimize discrepancies and prevent stockouts.

Responsibilities:

1. Reporting and Inventory Management

a)Maintain accurate and timely inventory reports

• Prepare daily warehouse space utilization report
• Prepare daily stock flow report
• Prepare monthly short landed report
• Prepare Bi-weekly regulatory stock report
• Prepare monthly stock report
• Update completion report tracking sheet

2. Distribution planning

a) Ensure accurate distribution and entry of rice shipments

• Verify cargo receipt documents with transport contractors
• Obtain rice allocation info from Sales Department
• Obtain empty lot and cargo distribution info from warehouse

3. Issuance of packing slip in the D365 system

a) Ensure all purchase orders have corresponding packing slips

• Verify purchase details with rice procurement department
• Record and issue packing slips

4. Transfer order coordination in the D365 system

a) ensure timely and accurate rice receipt entries

• Verify transfer orders in system before rice receipt process
• Ensure rice receipt is entered in the system within stipulated days
• Ensure reuse and re bagging screen updates in system
• Check rice receipt data entries and send closure report to Inventory Management Coordinator

5. Handling and stock deficit reporting

a) Provide regular reports on rice handling and stock deficits

• Prepare report rice handling report for receiving and issuance activities and stock deficit report to superiors

6. Space Optimization

a) Ensure accurate planning for rice intake

• Verify weekly warehouse floor plan from warehouse keeper for accuracy
• Recommend space optimization strategies like combining small/excess stacks, request sale of adjusted surplus rice, invoice not sold report, tender rice not picked by contractors report

7. Monitoring rice issue

a) Monitor rice issue and report invoiced rice not picked up

• Verify contractor balances and follow up with Sales Department on uncollected invoiced rice
• Follow up with sales department on invoices requiring Credit Note (CN)

8. Adjustment processing

a) Ensure timely processing of weighing adjustments or surplus rice entries

• Verify and process all adjustment request forms and documents
• Follow up with inventory management coordinator on pending stack closures

9. Other Duties

a) Participate in various activities to support overall operations

• Participate in annual stock count with Finance Department
• Participate in periodic stock counts by Department
• Join Safety and Health Committee
• Join Tender rice Inspection Committee
• Follow directives from zone and Unit Heads, including substituting for staff on leave

Job Requirements:

1. Qualification

• Bachelors degree in Supply Chain Management, Logistics, business Administration or a related field

2. Years of Working Experience

• 3 - 5 years of experiencing in inventory management or a related field

3. Specific Knowledge

• Proficiency in inventory management software (e.g Oracle, D365)
• Strong analytical skills with attention to detail
• Knowledge of warehouse operations and space optimization
• Excellent reporting and document skills
• Familiarity with regulatory requirements and compliance in inventory management
• Ability to coordinate and communicate effectively with various department

4. Additional certificate

• Certification in Supply Chain Management (e.g APICS CPIM) in plus
• Training in safety and health regulation
• Certification in Lean or Six Sigma Methodologies can be beneficial
• Any additional certification related

Job Type: Full-time

Pay: RM1,700.00 - RM3,500.00 per month

Education:

• Bachelor's (Preferred)

Experience:

• Warehouse/logistics: 3 years (Preferred)