Title:  Supervisor Distribution Center Admininistration

Job summary:

Responsible for leading and overseeing all administrative, documentation control, billing, system transactions, training coordination, and Quality Management System (QMS) functions within the Distribution Center.

Job Responsibilities:

Training & QMS (PIC Role)

• Act as Training PIC for warehouse operations.
• Maintain training matrix and competency records.
• Coordinate internal training and refresher sessions.
• Act as QMS PIC and ensure compliance to SOPs and regulatory requirements.
• Support internal and external audits.
• Track corrective actions and ensure closure.

Document Control

• Maintain control of SOPs, WI, forms, and operational records.
• Ensure only latest approved documents are in use.
• Manage document revision and archival system.

Billing & Financial Administration

• Oversee billing processing for warehouse services.
• Issue debit notes for additional service charges.
• Debit transporter for negligence cases.
• Raise and manage Purchase Orders (PO).
• Issue credit notes for trade returns, rejection, or cancellation.
• Ensure timely and accurate submission to Finance.

System & Inventory Administration

• Transact receipt of goods into system.
• Handle system transactions for:

1. Internal inventory movement
2. Write-off
3. Inventory adjustments

• Monitor and report aging stock.
• Issue and record completed cycle count activities.
• Ensure system data integrity.

Administrative & Compliance Activities

• Lead and coordinate Admin Team to complete:
• Billing and debit processing
• PO issuance
• Overtime data entry
• Leave application data entry
• Scanning POD into system
• Issuing meeting minutes
• Permit applications
• SCUBA complaint system entry
• Equipment calibration coordination
• Weekly truck temperature review & reporting

Job Requirements:

• Minimum 5 years of relevant experience in warehouse, distribution centre, or inventory management operations, preferably within a regulated or healthcare distribution environment.
• Minimum Diploma or STPM (or equivalent) in a related field.
• Candidates with SPM qualification should possess substantial hands-on operational experience with proven supervisory exposure and demonstrated competency in inventory control and compliance practices.