Documentation Clerk

Responsibilities Documentation & Records - Prepare and verify shipment documents such as delivery orders, invoices, bills of lading and customs forms before release. - Keep electronic and physical files organised for easy retrieval and audit readiness. - Identify and document discrepancies, then raise clear queries to operations or customers for resolution. - Track document completion for each shipment and close files after delivery confirmation. Customer & Carrier Coordination - Answer customer calls and emails with timely updates on shipment status and expected delivery windows. - Coordinate with drivers and carriers to confirm pickup and delivery slots and communicate any changes promptly. - Log service incidents, escalate unresolved issues to supervisors, and follow through until they are closed. - Maintain polite, solution-focused relationships with customers and transport partners to keep operations running smoothly. Systems & Office Support - Enter and update shipment data in our tracking system and run simple daily reports for the operations team. - Handle office admin tasks such as scanning, printing manifests and managing supplies to enable daily workflows. - Spot recurring errors or bottlenecks and suggest small, practical improvements to reduce rework. Requirements Qualifications & Experience - Fresh graduate or equivalent, with up to 1 year of office, administration or customer service experience preferred. - O-level, SPM or diploma in business, logistics or a related field is desirable but not mandatory. - Willing to work standard office hours and occasional overtime during busy shipment periods. - Open to on-the-job learning and interested in growing into coordination or supervisory tasks over time. Hard Skills & Knowledge - Basic computer literacy including Microsoft Excel and Word, and comfort with routine data entry tasks. - Accurate typing and attention to detail when preparing invoices, delivery orders and other records. - Familiarity with common shipment documents and logistics terms, or readiness to learn them quickly. - Ability to use email and simple tracking or transport systems to update customers and internal teams. Soft Skills & Qualities - Clear verbal and written communication in English and Malay to handle customer enquiries professionally. - Ability to communicate in Mandarin is an added advantage. - Organised mindset with the ability to prioritise routine tasks and meet daily deadlines reliably. - Patient and courteous approach to customers and colleagues, with practical problem solving when issues arise. - Dependable, punctual and a team player who supports local operations and daily workflows.