FRESH FRUIT X SDN. BHD. Hiring! Full Time OPERATIONS EXECUTIVE in WP Kuala Lumpur - Ricebowl

We're looking for a detail-oriented Operations Executive to manage end-to-end import/export operations, from sales and purchase order processing to shipment coordination, quality assurance, and commercial reporting. You'll work closely with suppliers, customers, freight forwarders, and internal teams to keep shipments moving smoothly, while also producing the sales, budget, and market data reports management relies on for decision-making. This role suits someone who's equally comfortable in Excel building reports as they are coordinating a shipment on the ground.

Order & System Management

• Create and post sales and purchase orders accurately in the accounting system.

• Keep tracking records aligned and up to date across the accounting system, suppliers, and customers.

Shipping Documentation & Invoicing

• Prepare invoices, packing lists, and shipping documents for customer approval.

• Liaise with suppliers' documentation teams on amendments, approvals, and courier arrangements.

• Coordinate dispatch of original documents to customers, ensuring on-time delivery ahead of ETA and flagging any risk of delay early.

Shipment Monitoring & Quality Coordination

• Track shipment and container status daily, and arrange QC inspections ahead of warehouse arrival.

• Coordinate joint surveys with shipping lines, insurers, or third-party surveyors when significant delays occur.

• Liaise with forwarding agents, customers, trucking companies, and warehouses on clearance, delivery, and stock arrangements.

• Maintain accurate stock records and monitor stock condition during storage.

Credit Notes, Statements & Claims

• Issue credit notes upon management approval and maintain accurate records.

• Prepare and distribute weekly statements of account to customers.

• Maintain organized, traceable claims documentation.

Data & Reporting

• Prepare and maintain recurring market reports (e.g. import/export data, retailer insight reports) for internal teams and external partners.

• Compile weekly and monthly sales and budget reports for management review.

• Build season-end summaries covering delivery performance, product quality, and claims for suppliers and customers.

• Maintain accurate, up-to-date retailer pricing data feeding into the company's Power BI reporting.

• Produce weekly supplier performance reports and support ad-hoc data requests and business analysis as needed.

• Diploma or Bachelor's degree in Logistics, Supply Chain Management, International Trade, Business administration, or a related field.

• 3–5 years' experience in import/export operations, logistics, supply chain, or trading.

• Solid understanding of end-to-end import operations: shipping documentation, freight forwarding, customs clearance, warehousing, and inventory management.

• Strong communicator who can coordinate confidently with suppliers, customers, freight forwarders, warehouses, and internal teams.

• Experience using ERP or accounting systems for order processing and inventory management.

• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

• Experience preparing operational, sales, and business performance reports.

• Self-motivated and comfortable working independently with minimal supervision.

• A commercial mindset with an understanding of order profitability and cost management.

• A strong sense of ownership and accountability for meeting deadlines.

• Strong written and spoken English; proficiency in Mandarin or another language is an added advantage.

• Analytical mindset, able to translate data into practical business insights.

• An eye for process improvement and practical problem-solving.

• Comfortable working with large datasets to support management decision-making.

• Proficient in Excel (Pivot Tables, XLOOKUP/VLOOKUP, formulas); familiarity with Power BI a plus.