Saint-Gobain Hiring! Full Time Warehouse - Logistic Admin Officer in Selangor - Ricebowl

The role is responsible for accurate documentation control, freight invoice processing, Goods Receipt (GR) submission, procurement support (Purchase Requests), fortnightly data reporting, and general administrative coordination — ensuring the department's records and transactions remain complete, timely, and audit-ready at all times.

Job Description:

• Maintain a systematic andup-to-date filing system for transporter invoices, Delivery Orders (DOs), and pricelist updates, in both hardcopy and digital formats.

• Segregate and label records according to the applicable retention-period policy to support internal and external audit requirements (e.g. WCM SMAT/EMAT, financial and statutory audits).

• Ensure timely archiving, retrieval, and disposal of records in line with company document control procedures.

• Maintain a document control / filing log to track document location, retention period, and disposal due dates.

• Verify transporter/3PL freight invoice rates against contracted rates and agreed pricelists prior to processing.

• Generate Purchase Orders (PO) in ERP(M3) for verified freight invoices in accordance with approved rates and volumes.

• Perform accurate and timely data entry of invoice details into ERP (M3) and relevant tracking sheets.

• Scan, label, and upload processed invoices and supporting documents to the shared drive / document management system.

• Liaise with transporters to clarify and resolve rate or billing discrepancies.

• Process Goods Receipt (GR) submissions in ERP (M3) for incoming goods and services against the corresponding PO and DO.

• Cross-check GR entries against DO, PO, and invoice details for accuracy and completeness.

• Ensure GR submissions are completed within the stipulated turnaround time to support timely vendor payment.

• Raise Purchase Requests (PR) in SAP on behalf of the Logistics, Sales, Customer Service, and Technical departments, based on approved requisitions.

• Ensure PRs are complete, correctly coded, and supported by the appropriate approvals before submission.

• Track and follow up on PR approval status with Procurement, and update requestors on progress.

• Maintain a PR tracking log to monitor turnaround time and outstanding requests.

• Monitor stock levels of warehouse stationery and operational supplies (e.g. labels, printer consumables, PPE-related consumables, packing materials).

• Raise timely requisitions/PRs for replenishment to avoid stock-outs that could disrupt warehouse operations.

• Coordinate with approved suppliers on order placement, delivery schedules, and discrepancy resolution.

• Maintain a simple stock/usage record for operational supplies.

• Provide general administrative support to the Warehouse & Logistics team, including correspondence, data compilation, and ad-hoc reporting.

• Support the CF&S (Customer Focus & Service) and Warehouse & Logistics team WCM pillars with documentation and administrative inputs, including 5S and audit-readiness activities.

• Carry out any other duties as assigned by the Assistant Warehouse & Logistics Manager or Head of Supply Chain.

Requirement:

• Candidate must possess at least Diploma or Degree in Business Administration, Logistics/Supply Chain Management, or a related field.

• Minimum 1–2 years of relevant administrative, logistics, or warehouse support experience; experience in a manufacturing or FMCG environment is an added advantage

• Working knowledge of ERP (PO/PR/GR modules).

• Proficient in Microsoft Office, particularly Excel (data entry, basic formulas, reporting).

• Good understanding of freight/transporter invoice verification and basic logistics documentation (DO, PO, invoices).

• High attention to detail and accuracy in data entry and documentation.

• Good organizational and time-management skills to manage recurring deadlines (e.g. fortnightly reporting, invoice processing cycles).

• Effective communication skills in English and Bahasa Malaysia, both written and spoken.