HR & Admin Cum Order & Shipping Specialist

Job Title: HR & Admin cum Order & Shipping Specialist
We are looking for a professional, detail-oriented, responsible individual with strong organizational and coordination skills to join our team. This position will be responsible for the company’s daily HR and administrative management, assisting with daily sales operations, order follow-up, and shipping arrangements to ensure smooth business operations and improve overall administrative efficiency and process flow.
Key Responsibilities
HR Functions
- Manage the recruitment process, including job postings, resume screening, interview scheduling, and new employee onboarding
- Maintain employee files, attendance records, leave system, and related personnel documents
- Assist in payroll calculation, employee reimbursement, and benefits administration
- Support employee training, performance management, and employee relations activities
- Ensure HR processes comply with company policies and relevant labor laws
- Handle employee inquiries and provide daily HR support
Other related HR tasks
Administrative Functions
- Manage daily office operations and coordination
- Control office supplies procurement, office equipment, and vendor coordination
- Prepare company reports, correspondence, meeting documents, and other administrative materials
- Coordinate meeting arrangements, company events, and business travel plans
- Establish and maintain systematic document filing and data management systems
- Assist management with ad-hoc administrative and operational tasks




Order & Shipping Responsibilities
Factory shipment management: Coordinate with warehouse and production departments to arrange shipping plans based on production schedule and customer delivery requirements, ensuring timely and accurate dispatch.
Export documentation: Prepare and verify all required shipping documents (e.g., commercial invoice, packing list, bill of lading, certificate of origin, customs declaration) to ensure compliance with destination port clearance requirements.
Freight follow-up: Liaise with freight forwarders for booking, arrange trucking, customs clearance, track cargo status, and handle transportation exceptions promptly.
ERP system operation: Enter shipment data, generate sales delivery orders, shipping notices, etc., in the ERP system; maintain system record accuracy and timeliness.
Communication and coordination: Communicate internally (sales, production, warehouse, finance) and externally (freight forwarders, customs brokers, customers) to resolve shipping issues.
Document management: Archive shipping records, transport documents, customs declaration materials, and assist finance with reconciliation and tax refund documentation preparation.
Requirements
Diploma / Degree or equivalent qualification
1–2 years or more of relevant work experience preferred
Good communication, coordination, and organizational skills
Proficient in Microsoft Office (Word, Excel)
Experience with ERP systems (e.g., U8) preferred
Ability to work independently and as a team player
Conscientious, detail-oriented, responsible, and professional
We expect you to have
Proactive working attitude
Good time management and multi-tasking ability
Ability to handle confidential information with discretion
Excellent problem-solving and coordination skills
Company Benefits
EPF / SOCSO / EIS
Annual leave and sick leave
Professional training and development opportunities
Friendly, professional work environment



Work Location: NO.6 & 8, Jalan Cipta Serenia 4, Pusat Perindustrian Cipta Selatan, Bandar Serenia, 43900, Selangor, Malaysia.
Working Hours: Monday–Friday, 8:00 AM – 5:00 PM; Saturday, 8:00 AM – 1:00 PM