Compliance & Shipping Administrator/Assistant

Monroe Consulting Group, an executive recruitment firm, is partnering with an organisation in the Industrial sector to hire a Compliance & Shipping Administrator/Assistant based in Port Klang, Malaysia.

Position Overview:

Responsible for ensuring the effective completion of compliant processes, overseeing record keeping and the production of critical documentation associated with storage, import and export activities.
Plays a key role in supporting supply chain operations by ensuring regulatory compliance, shipping accuracy, customs clearance, and adherence to internal policies and Health & Safety standards.

Key Responsibilities:

• Ensure all required business licenses are valid, in place, and that their terms and conditions are consistently adhered to. Monitor and support operational compliance across inventory management, auditing procedures, and internal processes.
• Ensure timely and accurate goods booking in/booking out in company business systems.
• Ensure 100% accuracy of inventory data in PKFZ customs records and internal company business systems.
• Ensure all shipments are prepared in accordance with distribution and shipping regulations, including correct picking, auditing, packing, and labelling.
• Take accountability for the production of all essential shipment documentation, including commercial invoices, Dangerous Goods notes, Proof of Export and packing lists. Guarantee the accuracy of documentation, audit prepared consignments and make necessary arrangements based on shipment contents and criteria.
• Coordinate with appointed shipping agents to arrange efficient air and sea freight logistics solutions and manage the conformance of partners to desired schedules and collection arrangements.
• Ownership of shipping enquiries and requests for core and ad-hoc arrangements. Where required, support operations to resolve.
• Identify and implement opportunities to improve efficiency within logistics and compliance processes.
• Ensure all customs documentation is correctly prepared and maintained, supporting timely import and export clearance. Work closely with dedicated and local agents to ensure that goods are cleared in good time, records are available and any requests for clarification are handled swiftly.
• Oversee and take ownership of external site or process audits, ensuring readiness and compliance at all times.
• Ensure the availability of operational consumables required to support day-to-day activities.
• Monitor staff training compliance, ensuring all employees are up to date with required certifications and regulatory training.
• Support management in the implementation of inventory compliance and quality assurance (ICQA) processes and procedures, not limited to stock take, validating stock position, managing discrepancies, cycle counts and product inspections.
• Support management in the implementation of environmental and Health & Safety policies, processes and procedures.

Key Requirements:

Qualifications & Experience:

• Proven experience producing essential shipping documentation including commercial invoices and packing lists. (Essential)
• Knowledge of IATA/IMDG regulations and the ability to produce DGNs. (Essential; current certification desirable)
• Work experience in PKFZ. (Desirable)
• Understanding of PKFZ operational and customs compliance requirements. (Desirable)

Technical / Functional Expertise:

• Experience in producing commercial invoices, packing lists, Dangerous Goods Notes (DGNs), Proof of Export documentation and other essential shipping documents.
• Understanding of shipping modes and requirements.
• Knowledge of import and export clearance processes.
• Experience managing customs documentation and compliance requirements.
• Inventory management, auditing procedures and inventory compliance processes.
• Exposure to inventory compliance and quality assurance (ICQA) activities, including stock takes, cycle counts, stock validation, discrepancy management and product inspections.
• Strong IT skills and computer literacy.
• Experience coordinating air and sea freight logistics arrangements.
• Knowledge of business licensing compliance, distribution regulations and shipping regulations.

Soft Skills & Leadership Competencies

• Good English communication skills (written and verbal).
• Strong organisational skills.
• Problem-solving skills.
• Ability to work collaboratively with warehouse operations, inventory teams, shipping agents and logistics partners.
• High attention to detail with a strong focus on accuracy and compliance.
• Ability to manage multiple priorities while maintaining operational efficiency and regulatory compliance