Operations Assistant

About the Role

We're looking for a hands-on, detail-oriented Operations Assistant to support the day-to-day running of our vending machine operations across multiple school locations in Malaysia. This is a ground-level role that sits at the intersection of warehouse management, inventory control, and administrative coordination — ideal for someone who takes pride in keeping things organised and running smoothly.

You'll be working closely with our VM Operations Lead and playing a key role in making sure stock is where it needs to be, records are accurate, and our replenishment team has everything they need to do their job.

Warehouse Management
- Receive and verify incoming stock against purchase orders
- Maintain an organised, optimised warehouse layout to support efficient loading and unloading
- Prepare and stage stock for the replenishment team
- Conduct weekly and monthly stocktakes and flag discrepancies promptly

Inventory Tracking
- Record all stock movements promptly — incoming (from suppliers) and outgoing (to locations)
- Support month-end stock counts and reconciliation
- Maintain accurate inventory records across multiple locations

Procurement & Delivery Coordination
- Prepare purchase orders and track fulfilment status
- Liaise with the Finance team to ensure timely payment release to suppliers
- Coordinate deliveries from supplier warehouses to multiple school sites, ensuring on-time arrival

Admin & Finance Support
- Upload and file receipts and expense documentation
- Notify Finance upon stock receipt for payment and record-keeping purposes
- Assist in compiling operational data for internal reports

Vending Machine System Updates
- Update product details and pricing in the vending machine software as required
- Maintain and keep current the master product list