Executive Assistant

Job Responsibilities

Procurement & Supplier Management

Research, evaluate, and select suppliers to ensure quality, cost-effectiveness, and reliability. Negotiate contracts, manage Approved Vendor List, review invoices, and explore cost-saving strategies. Build and maintain strong relationships with suppliers and internal stakeholders.

Inventory & Demand Planning

Monitor stock levels, forecast demand, and determine reorder points to prevent stock-outs or excess inventory. Coordinate with production and sales teams to align supply with market needs.

Logistics, Shipping & Customs

Manage import / export documentation (e.g., invoice, packing list, bill of lading, HS codes) and liaise with shipping agents / forwarders. Ensure smooth customs clearance and compliance, minimizing detention or demurrage fees.

Compliance & Reporting

Ensure all procurement and supply chain processes comply with company policies and regulatory requirements. Prepare timely reports on procurement costs, supplier performance, and inventory management. Support management with strategic planning for new product launches and regional expansions.

Warehouse & Distribution Coordination

Oversee warehouse operations to ensure optimum storage, allocation, and dispatch. Collaborate with 3PL or in-house teams to meet order timelines and maintain high OTIF (On-Time In-Full) performance.

Operations & Cross-Department Coordination

Oversee day-to-day operations to ensure smooth flow across production, marketing, sales, finance, and logistics. Identify bottlenecks in workflow and implement solutions to improve efficiency. Coordinate with internal teams to align supply chain needs with marketing campaigns, product launches, and sales targets.

Reporting & Continuous Improvement

Track KPIs such as inventory accuracy, cost per order, and delivery performance. Create monthly / quarterly supply scorecards. Identify and implement process improvements—optimizing supplier programs, logistics, and risk mitigation.

Job Requirements

The Senior Admin Executive plays a critical role in ensuring seamless administrative support across various operational areas. This position is responsible for coordinating with internal and external partners, including liaising with Watson, managing 3PL fulfillment, and overseeing warehouse & logistics functions. Additionally, the role involves assisting with procurement, maintaining effective communication with both local and China-based suppliers, and managing inventory levels to ensure adequate stock availability—triggering reorders when necessary. This role is integral to supporting Hygras mission of empowering over 50,000 individuals every month. Experience

Skills & Qualifications

Proven 3 years & above experience in an administrative or operational support role, preferably within logistics, warehouse management, procurement, or inventory control. Communication

Excellent written and verbal communication skills to effectively liaise with internal teams and external partners. Organizational Skills

Strong organizational abilities, capable of managing multiple priorities and tasks efficiently. Technical Proficiency

Proficient in standard office software (e.g., MS Office Suite, email, scheduling tools) and familiar with inventory management tools. Interpersonal Skills

Ability to work collaboratively with diverse teams and maintain positive relationships with suppliers. Attention To Detail

Meticulous attention to detail to ensure accuracy in administrative processes, documentation, and inventory tracking. Adaptability

Flexible and adaptable, able to support various administrative functions and quickly respond to changing priorities. Additional Information

Working Hours : Mon-Fri 8-5pm Application Process : Email, Phone Call, Virtual Call, Physical Call. Job Benefits

KWSP SOCSO Medical claim & self improvement included Birthday leave Performance bonus Annual and medical leave shall be in accordance with the prevailing Labour Law Tahap senioriti

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