Warehouse And Logistic Coordinator

POSITION SUMMARY
The Warehouse and logistic is responsible for the day-to-day operation of MMV's warehouse and outbound logistics - ensuring accurate goods receiving and issuing, well-organized storage, accurate inventory records, on-time delivery to customers, and proper coordination with Procurement, Workshop, Sales, and Customs/ Imp-Ex teams to support smooth project execution.
KEY RESPONSIBILITIES
Goods Receiving & Issuing
• Receive incoming goods from suppliers: check quantity, condition, and documents (packing list, invoice, delivery note) against the Purchase Order.
• Report any shortage, damage, or discrepancy to Procurement and QC immediately.
• Issue goods, equipment, and tools to Workshop, Sales, and other internal teams based on approved Job Order or requisition forms.
• Prepare and maintain proper Goods Receipt Notes (GRN) and Goods Issue Notes (GIN) with full signature/approval records.
Inventory Control & Stock Records
• Maintain accurate inventory records using Excel and physical bin cards/logbooks.
• Monitor stock levels and alert Procurement when items reach the re-order point.
• Track shelf-life of perishable items (e.g. CO2 cartridges, foam compound, batteries, pyrotechnic items) and issue early warnings to avoid expiry losses.
• Conduct monthly cycle count and annual full stock count; report variances to management with root-cause explanation.
• Maintain accurate records of serial numbers, batch numbers, and certificates for items that require traceability.
Warehouse Organization & Safety
• Keep the warehouse clean, well-organized, and properly labeled at all times - apply FIFO/FEFO principles.
• Arrange goods in designated zones according to product type, storage requirement, and frequency of use.
• Strictly follow company safety procedures for handling and storing dangerous goods (CO2, pyrotechnic, foam compound) - coordinate with the Safety Officer for compliance.
• Ensure firefighting equipment, lighting, and ventilation in the warehouse area are functional; report any issue to Admin/Maintenance.
• Wear and enforce proper PPE (safety shoes, gloves, etc.) inside the warehouse.
Tools & Equipment Management
• Manage company tools and equipment: issuing, returning, condition checks, and periodic calibration tracking.
• Maintain a tool register with assigned ownership for accountability.
• Report damaged or lost tools to Workshop Supervisor and Supply Chain Lead promptly.
Coordination & Reporting
• Coordinate daily with Procurement (incoming goods), Workshop (job materials), Sales (customer deliveries), and Customs/ Imp-Ex (imported goods).
• Submit weekly stock movement report and monthly inventory report to Supply Chain Lead.
• Other duties as assigned by Supply Chain Lead.
Logistics & Customer Delivery
• Contact customers directly to schedule delivery time, confirm delivery address, and clarify any specific requirements (gate pass, security clearance, working hours, lifting equipment).
• Arrange transportation: assign company vehicle/driver or book external transport (truck, courier) based on cargo size, distance, and urgency.
• Prepare full delivery documents: Delivery Order (DO), packing list, certificates, and any project-specific paperwork required by the customer.
• Coordinate with Workshop and Sales to ensure goods are properly packed, labeled, and ready for dispatch on schedule.
• Track shipments in transit and proactively update Sales/customer of any delay or issue.
• Obtain signed delivery confirmation from the customer and return signed copies to Sales/Accounting for invoicing and filing.
• Manage outbound logistics costs: collect quotes from transport providers, select cost-effective options, and report logistics expenses monthly.