Operations Executive

### Key Responsibilities #### 1. Procurement & Supplier Management - Lead end-to-end procurement of fresh flower products, including supplier sourcing, price negotiation, and relationship management with China-based suppliers. - Conduct ongoing market research to identify new suppliers, benchmark pricing, and monitor industry trends across China and Malaysia. - Build and maintain a robust supplier pipeline, evaluating vendors on cost, quality, reliability, and compliance. - Develop procurement plans aligned with demand forecasts and business needs, proactively identifying supply risks and price fluctuations. - Drive cost optimization initiatives (e.g., bulk purchasing, long-term agreements, alternative sourcing strategies). - Ensure procurement activities comply with quality standards and regulatory requirements for cross-border trade. - Continuously refine and improve procurement processes as the business scales. #### 2. Import & Trade Compliance - Manage full-cycle import documentation for shipments from China, including customs declarations, phytosanitary certificates, and HS code classification. - Coordinate with freight forwarders, customs agents, and logistics partners to ensure timely clearance and cold chain integrity. - Track shipment progress and proactively resolve delays, discrepancies, or compliance issues. - Stay up to date with Malaysia’s import regulations, duties, and quarantine requirements for fresh flowers. - Maintain accurate and audit-ready import records. #### 3. Wholesale Sales Development - Identify and develop new wholesale customers in Malaysia (e.g., florists, event companies, retailers) to expand the customer base. - Manage and nurture existing client relationships to drive repeat business and long-term partnerships. - Support preparation of sales materials, including pricing lists, proposals, and product catalogues. - Gather customer and market insights to inform procurement and product strategy. #### 4. Sales & Order Administration - Manage end-to-end sales order processing, including verification and approvals for offline orders. - Prepare and maintain sales documentation (quotations, invoices, delivery orders, customer records). - Coordinate across customers, internal teams, and stakeholders to ensure smooth order fulfilment. - Monitor order status, payments, and documentation requirements. - Respond to customer inquiries professionally in both English and Mandarin. #### 5. General Operations - Act as the central operational point of contact, ensuring seamless day-to-day execution. - Support leadership with ad hoc operational initiatives as the business evolves. - Maintain accurate records across procurement, sales, and operations for reporting and audit purposes. ### Requirements - Diploma or Degree in Business, Supply Chain, Procurement, or a related field. - 2–4 years of experience in procurement, operations, or sales coordination. Experience in fresh produce, agriculture, or trading is a plus. - Fluent in English and Mandarin (spoken & written). - Familiar with import documentation, customs processes, and freight coordination. Experience handling perishable or agricultural goods is an added advantage. - Proficient in Microsoft Excel. Experience with ERP or procurement systems is a plus. - Comfortable using AI tools (e.g., ChatGPT, Claude, Notion AI) to improve work efficiency.