Assistant Manager, Warehouse Inventory

Job Description:To oversee and manage the daily operations of the pharmaceutical warehouse inventory, ensuring compliance with Good Distribution Practice (GDP), regulatory requirements, and company SOPs. The role focuses on maintaining accurate inventory records, optimizing warehouse space utilization and order fulfillment.Key Responsibilities:1. Inventory ManagementSupervise daily inventory operations including receiving, storage, stock movement, and dispatch.Ensure real-time and accurate inventory updates in the Warehouse Management System (WMS).Conduct and verify daily, weekly, and monthly stock counts and reconciliation.Investigate and resolve stock discrepancies promptly.Oversee inventory control measures such as batch tracking, FEFO/FIFO compliance, and expiry management.2. Compliance & QualityEnsure all warehousing and inventory activities comply with GDP, GMP, and HSE standards.Support internal and external audits (e.g., MOH, MDA, customer audits) by preparing necessary documentation.Maintain proper records of controlled drugs and temperature-sensitive products according to regulatory requirements.Ensure calibration and temperature monitoring systems are maintained and documented.3. Process & System ImprovementIdentify opportunities for process improvement in warehouse layout, inventory accuracy, and space utilization.Assist in system enhancement or implementation of digital tools (e.g., WMS / barcode systems).Lead or support continuous improvement initiatives (Lean / Kaizen projects).4. Team Leadership & CoordinationSupervise warehouse team members involved in inventory management.Plan manpower allocation and ensure training on SOPs and safety protocols.Collaborate with Procurement, QA, and Production teams to ensure smooth material flow.Support management reporting and KPI tracking (e.g., inventory accuracy, order fulfillment rate, audit scores).Process Flow:a. Pre-Receiving CoordinationVerify approved suppliers and confirm PO (Purchase Order) before delivery.Check documentation: Delivery Order (DO), and Invoice.Plan receiving schedule with QA/QC to avoid congestion.b. Receiving at WarehouseInspect incoming goods documents for quantity and product accuracy, andRecord material batch number, manufacturing/expiry date, and serial number.For pharmaceuticals, segregate Quarantine, Rejected, Released, and Returned items as per SOP.Tag or barcode each pallet/carton for traceability.c. QA ReleasePlace received goods in Quarantine area pending QA verification/testing.Only transfer to Approved/Released storage after QA approval.Maintain documentation for traceability and audit trail.d. Put-AwayStore materials according to storage condition requirements (ambient, cold, controlled humidity).Follow FEFO (First Expire First Out) or FIFO (First In First Out) rule.Update system (WMS) in real time — location, batch, quantity.e. Record KeepingMaintain Receiving Log and Inbound Checklist.Archive digital copies of DO, PO, and CoA for compliance and audit readiness.Key Requirements:Education:Bachelor's Degree / Diploma in Logistics, Supply Chain, Warehouse Management, or related field.Experience:Minimum 3 years of experience in warehouse or inventory control, preferably in a pharmaceutical or regulated environment.At least 2 years in a supervisory or assistant managerial capacity.Technical Skills:Strong knowledge of GDP / GMP / ISO standards.Experience with WMSProficient in Microsoft Excel and data analysis tools.Soft Skills:Excellent attention to detail and organizational skills.Strong leadership, communication, and problem-solving skills.Ability to work under pressure and meet tight deadlines.Team-oriented and proactive in improving operations.Performance Indicators (KPIs):Inventory Accuracy Rate (>99%)Order Fulfillment AccuracyStock Discrepancy Resolution TimeAudit Compliance ResultsWarehouse Efficiency & ProductivityJob Types: Full-time, PermanentPay: From RM5,000.00 per monthBenefits:Free parkingHealth insuranceMaternity leaveOpportunities for promotionProfessional developmentWork Location: In person