Overview
Executive Assistant Logistic Jobs in Pasir Gudang, Johore, Malaysia at NATURAL OLEOCHEMICALS SDN. BHD.
Title: Executive Assistant Logistic
Company: NATURAL OLEOCHEMICALS SDN. BHD.
Location: Pasir Gudang, Johore, Malaysia
Responsibilities
1. Management Support
- Assist the Operations Manager/Deputy Operations Manager in daily operational tasks.
- Carry out any other duties as assigned by management from time to time.
2. Shipment & Booking Coordination
- Monitor shipment periods as per Packing Instructions (PI) to ensure timely booking confirmations.
- Pay special attention to LC shipments to avoid discrepancies; ensure advance payments and credit limits are cleared before release.
- Liaise with shipping agents/booking parties on vessel changes, equipment readiness, and shipment closing times.
- Ensure booking confirmations are processed and entered into the container schedule promptly.
- Update weighbridge operations and resolve shipment issues, including port gate-in or rescheduling.
3. Contract Monitoring & Follow-Up
- Continuously highlight outstanding contracts to customers and chase for lifting plans within the contractual shipment month.
- Review expired contracts monthly with traders and determine next actions.
- Inform traders of any shortage of sales contracts to maintain full plant utilization.
4. Packing Instruction (PI) Management
- Ensure all PIs for the next month’s production plan are ready by the 15th of the current month.
- Verify PIs for accuracy, check operational instructions, and execute accordingly.
- Confirm and clarify unclear instructions with PI issuers to ensure smooth shipment arrangements.
5. Production & Internal Coordination
- Coordinate with production engineers on plant run sequences to ensure plant capacity is fully utilized.
- Communicate effectively with all relevant factory departments to avoid delays, miscommunication, and unnecessary charges.
- Maintain cost-effective operations through proactive information sharing.
Qualifications
Education & Experience
- Diploma or Bachelor’s Degree in Business Administration, Supply Chain, Logistics, or related field.
- 2–3 years’ experience in operations, logistics, shipping, or supply chain coordination (manufacturing/plant experience preferred).
- Fresh graduates with strong internship exposure in logistics or operations may also be considered.
Technical Skills
- Proficient in SAP (sales contracts, shipment, PI management) and MS Office (Excel, Word, PowerPoint).
- Basic knowledge of shipping documentation (PI, LC, booking confirmation, export requirements).
- Understanding of production planning and plant scheduling is an added advantage.
Soft Skills
- Strong communication and coordination skills to liaise with multiple stakeholders (traders, production, shipping agents, customers).
- Detail-oriented with good problem-solving skills to prevent shipment errors or contract discrepancies.
- Able to work under pressure, meet deadlines, and manage multiple tasks simultaneously.
- Proactive, responsible, and willing to take initiative in improving processes.
Other Requirements
- Willingness to work extra hours when shipment deadlines or urgent tasks arise.
- Team player with a positive attitude and adaptability to management’s instructions
