Hakko Products Hiring! Full Time Operations Executive in - Ricebowl

ROLE OVERVIEW

The Operations Executive is responsible for keeping our day-to-day business running smoothly and accurately. This role sits at the centre of our operations — owning the health of our business systems (ERP & CRM), turning raw data into actionable insights, procuring inventory at the right price and time, and ensuring every customer order is fulfilled correctly and on schedule.

You will work closely with the Sales and Finance teams, acting as the operational backbone that connects people, processes, and systems.

KEY RESPONSIBILITIES

1. Systems Administration (ERP & CRM)

• Maintain, configure, and troubleshoot the company's ERP system (inventory, purchasing, sales order modules) to ensure data accuracy and system uptime.
• Manage CRM data integrity — update customer records, monitor pipeline entries, and enforce data entry standards across the sales team.
• Coordinate with software vendors or IT support for system upgrades, patches, and issue resolution.
• Develop and maintain SOPs for system usage; conduct basic user training for new staff.
• Identify process gaps in current systems and recommend improvements or automation opportunities.

2. Data Analysis & Reporting

• Extract, clean, and analyse data from ERP/CRM systems to produce operational reports (sales performance, inventory turnover, fulfilment rate, purchase variances).
• Build and maintain dashboards or Excel/Power BI reports for management review.
• Identify trends, anomalies, or risks in operational data and flag them proactively to management.
• Support ad-hoc data analysis projects as directed by management (e.g., customer segmentation, product demand forecasting, supplier performance review).
• Ensure data quality and consistency across all reporting sources.

3. Purchasing & Procurement

• Monitor stock levels and reorder points; raise purchase orders (POs) in the ERP system in a timely manner to avoid stockouts.
• Liaise with existing suppliers of soldering equipment, components, and accessories to obtain quotations, confirm lead times, and negotiate pricing where applicable.
• Track open POs from issuance to goods receipt, chasing suppliers on delays and updating ERP records accordingly.
• Verify supplier invoices against POs and delivery orders before forwarding to Finance for payment.
• Maintain an up-to-date supplier database including pricing, lead times, and performance history.
• Assist in evaluating and on-boarding new suppliers in line with company procurement policy.

4. Order Fulfilment

• Process and confirm customer sales orders in the ERP system accurately and promptly.
• Coordinate with the warehouse team to ensure correct picking, packing, and dispatch of products.
• Arrange delivery logistics — liaise with couriers or freight agents to secure the best rate and schedule.
• Track shipments and proactively update customers or the sales team on order status and any delays.
• Handle order discrepancies, returns, and exchanges in line with company policy; document outcomes in the ERP.
• Maintain fulfilment KPIs (on-time delivery rate, order accuracy rate) and escalate recurring issues.

REQUIREMENTS

Education & Experience

• Diploma or Degree in Computer Science or a related field.
• Experience working with a CRM or ERP system (e.g., Salesforce, Microsoft Dynamics Business Central) is an advantage.
• Open to Malaysian candidates. Employment Pass (EP) sponsorship will be provided where applicable.

Skills & Competencies

• Strong proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, data analysis); Power BI or similar dashboarding tools is a plus.
• Knowledge of programming language (Python, SQL, C++) is a plus.
• Ability to learn quickly.
• Detail-oriented with a high standard of data accuracy and documentation.
• Good communication and coordination skills — able to work across Sales, Warehouse, and Finance teams.
• Self-motivated, with a strong work ethic and the ability to manage multiple priorities and meet deadlines with minimal supervision.