Business Operations Executive (Retail Logistics Operations) - AX26005

Actxa is looking for a Business Operations Executive (Logistics & Inventory) to support and manage the day-to-day operational activities relating to inventory, warehousing, logistics, order fulfilment, and product returns.

The role is responsible for ensuring that products move efficiently from suppliers through warehouses and fulfilment partners to customers, while maintaining inventory accuracy, service standards, cost efficiency, and timely delivery.

The successful candidate will work closely with suppliers, third-party logistics (3PL) providers, freight forwarders, courier partners, fulfilment centres, Finance, and internal stakeholders. The role will also support continuous improvement of operational processes, controls, and standard operating procedures.

Key Responsibilities

Inventory Management

• Maintain appropriate inventory levels to meet customer demand while managing operational and inventory holding costs.
• Monitor stock levels, stock movements, and inventory availability across relevant locations and channels.
• Update stock availability on Actxa’s online store and other relevant sales channels.
• Coordinate with suppliers, logistics providers, and warehouses on inventory replenishment and stock updates.
• Support demand forecasting and inventory planning activities.
• Maintain inventory accuracy and investigate discrepancies where required.
• Implement and improve inventory control measures to strengthen stock accuracy and availability.

Warehouse & 3PL Management

• Manage local warehouses and outsourced third-party logistics providers to ensure agreed service standards and Actxa’s operational requirements are met.
• Coordinate and monitor warehouse inbound and outbound activities.
• Track stock movements between suppliers, warehouses, fulfilment centres, and other locations.
• Establish, document, and maintain operational workflows and Standard Operating Procedures (SOPs).
• Conduct half-yearly and annual warehouse and inventory audits.
• Review monthly warehouse and logistics invoices for accuracy before submission to Finance for payment.
• Identify opportunities to streamline warehouse operations and improve inventory management processes.
• Follow up with service providers on operational issues, discrepancies, and service performance.

Logistics Management

• Coordinate the transportation of goods from suppliers to warehouses and from warehouses to customers.
• Liaise with freight forwarders, courier companies, fulfilment partners, and other logistics service providers.
• Support carrier selection, freight rate negotiation, and transportation planning.
• Optimize transportation arrangements to improve delivery efficiency and control logistics costs.
• Monitor and manage logistical expenses.
• Coordinate local deliveries and logistics requirements.
• Resolve shipment, delivery, and logistics-related operational issues.

Import & Export Operations

• Manage import and export activities in coordination with freight forwarders and courier service providers.
• Coordinate international shipments, including FOB shipments to overseas clients.
• Manage return shipments to manufacturers where required.
• Prepare and maintain supporting documentation for shipments.
• Ensure appropriate handling of GST, VAT, import duties, and other shipment-related charges.
• Apply and manage relevant Incoterms for international shipments.
• Ensure shipment documentation is complete and operational requirements are met for inbound and outbound movements.

RMA & Returns Management

• Manage the Return Merchandise Authorization (RMA) process for major clients and distributors.
• Ensure sufficient stock availability to support RMA exchanges where required.
• Coordinate product returns and replacements efficiently to minimize disruption to customers and partners.
• Manage returns and RMA requests from individual consumers through ecommerce and marketplace channels.
• Coordinate with warehouses, logistics partners, and relevant internal stakeholders to ensure returned products are properly processed and tracked.

Order Processing & Fulfilment

• Manage ecommerce and marketplace orders and ensure orders are processed and fulfilled accurately.
• Coordinate with fulfilment centres, 3PL providers, and warehouses to ensure timely order processing, shipping, and delivery.
• Monitor fulfilment activities and address order or delivery exceptions promptly.
• Support accurate order, inventory, and shipment records across relevant systems and channels.

Requirements

• Diploma or Bachelor’s degree in Business, Supply Chain Management, Logistics, Operations Management, or a related discipline.
• 3–5 years of relevant experience in logistics, inventory management, warehouse operations, supply chain, ecommerce fulfilment, or business operations.
• Good understanding of inventory control, warehouse operations, logistics, and order fulfilment.
• Experience working with 3PL providers, freight forwarders, courier companies, or fulfilment partners is preferred.
• Familiarity with import/export processes, shipping documentation, Incoterms, GST, VAT, or import duties is an advantage.
• Comfortable working with ERP, inventory management, warehouse management, or order management systems.
• Proficient in Microsoft Excel and able to work with operational data and reports.
• Comfortable using AI and digital tools to support day-to-day work, such as preparing documents, improving productivity, and simplifying routine tasks.
• Strong attention to detail with good organizational and problem-solving skills.
• Able to coordinate effectively with suppliers, service providers, and internal stakeholders.
• Able to work independently, manage multiple priorities, and follow through on operational issues.
• Proactive, hands-on, and willing to learn and improve existing processes.

Preferred Attributes

• Experience in consumer electronics, medical devices, technology products, or ecommerce would be advantageous.
• Experience managing regional or international logistics is a plus.
• Familiarity with ecommerce platforms and marketplaces (e.g., Shopify, Lazada, Shopee, Amazon) is an advantage
• Relevant logistics or supply chain certifications are advantageous but not required.