Supervisor Distribution Center Admininistration

Job summary:

Responsible for leading and overseeing all administrative, documentation control, billing, system transactions, training coordination, and Quality Management System (QMS) functions within the Distribution Center.

Job Responsibilities:

Training & QMS (PIC Role)

• Act as Training PIC for warehouse operations.


• Maintain training matrix and competency records.


• Coordinate internal training and refresher sessions.


• Act as QMS PIC and ensure compliance to SOPs and regulatory requirements.


• Support internal and external audits.


• Track corrective actions and ensure closure.

Document Control

• Maintain control of SOPs, WI, forms, and operational records.


• Ensure only latest approved documents are in use.


• Manage document revision and archival system.

Billing & Financial Administration

• Oversee billing processing for warehouse services.


• Issue debit notes for additional service charges.


• Debit transporter for negligence cases.


• Raise and manage Purchase Orders (PO).


• Issue credit notes for trade returns, rejection, or cancellation.


• Ensure timely and accurate submission to Finance.

System & Inventory Administration

• Transact receipt of goods into system.


• Handle system transactions for:

1. Internal inventory movement


2. Write-off


3. Inventory adjustments

• Monitor and report aging stock.


• Issue and record completed cycle count activities.


• Ensure system data integrity.

Administrative & Compliance Activities

• Lead and coordinate Admin Team to complete:


• Billing and debit processing


• PO issuance


• Overtime data entry


• Leave application data entry


• Scanning POD into system


• Issuing meeting minutes


• Permit applications


• SCUBA complaint system entry


• Equipment calibration coordination


• Weekly truck temperature review & reporting

Job Requirements:

• Minimum 5 years of relevant experience in warehouse, distribution centre, or inventory management operations, preferably within a regulated or healthcare distribution environment.


• Minimum Diploma or STPM (or equivalent) in a related field.


• Candidates with SPM qualification should possess substantial hands-on operational experience with proven supervisory exposure and demonstrated competency in inventory control and compliance practices.