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Supply Chain Assistant

2 weeks ago

Shah Alam, Selangor, Malaysia Parker Hannifin (M) Sdn Bhd Full time 25,000 - 35,000 per year

Job Title – Supply Chain Assistant (Clerk, Non-Executive level)

Position Summary

Provide clerical and administrative support for supply chain operations, focusing on customs documentation, goods receipt (GR) processing, procurement documentation support, and basic site administration. Ensure accurate data entry, timely system updates, and maintenance of audit-ready records to support compliant and efficient inbound/outbound logistics.

Key Responsibilities

1.     Customs Documentation & Compliance

· Collect, review, record and file import/export documentation to support customs reporting for LMW.

· Maintain customs records and trade summaries for LMW and regulatory audit requirements.

· Act as backup liaison with freight forwarders and customs brokers to support timely customs clearance.

2.     Goods Receipt (GR)

· Process Goods Receipt (GR) entries for service or non-product items only in the ERP system within the agreed SLA.

· Verify GR for service items against PO and supplier documentation and escalate discrepancies.

· Scan and upload all receiving paperwork (for both inventory and non-inventory receipts) - e.g., packing lists, delivery proofs, AWB, COA/COC, custom forms, and service reports, ensure they are available in the audit repository within the agreed SLA.

3.     Purchasing & Logistic Documentation Support

· Support Purchasing by preparing PO attachments and ensuring PR/PO references for invoice matching.

· Verify and compile supplier and freight carrier invoices against PO, GR and supporting.

· Raise and track invoice exceptions; liaise with suppliers/carriers to obtain missing supporting documents and coordinate resolution with Finance.

· Assist with vendor document collection for supplier setup and approvals.

4.     Cycle Count & Reconciliation Support

· Prepare cycle count schedules and count sheets in coordination with Warehouse/Operations.

· Participate in cycle counts, perform sample counts as instructed, and record results.

5.     Records Management

· Maintain organized electronic and physical filing systems according to retention policy, including a complete invoice and supporting‑document repository for audit purposes.

· Ensure audit packs are indexed and readily retrievable for internal, external and regulatory reviews.

6.     Communication & Escalation

· Act as a documentation point of contact for suppliers, carriers, and internal stakeholders (Purchasing, Logistics, Warehouse, QA and Finance).

· Escalate unresolved documentation or customs exceptions promptly to the Supply Chain Lead for resolution.

7.     Audit & Compliance Support

· Assist with audit documentation and preparation by compiling evidence packs to support internal, external and regulatory audits.

· Support regulatory audit processes (LMW customs) by preparing trade summaries, compliance evidence and responding to regulator queries as required.

8.     Additional Responsibilities

· Perform any other tasks as assigned by the Supply Chain Manager or management.

Qualifications & Skills

  • Secondary / Diploma in Logistics, Business Administration or related field preferred.
  • 1+ year clerical experience in logistics, procurement, or administration preferred.
  • Basic knowledge of import/export documentation, HS codes, Incoterms is advantageous.
  • Proficient in MS Excel and Outlook; basic ERP experience (JDE/SAP) preferred.
  • Strong attention to detail, organization and record-keeping.
  • Good written and verbal communication skills.
  • High level of integrity and ability to handle confidential data.

Reporting Line

  • Reports to: Supply Chain Leader

Location

No. 4, Jalan Lada Hitam 16/12, Seksyen 16, 40200 Shah Alam, Selangor Malaysia.