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Jobs in Malaysia   »   Jobs in Shah Alam   »   Transportation / Logistics jobs   »   Imports & Exports Shipping Administrator

Imports & Exports Shipping Administrator

Shah Alam, Selangor, MY


The Imports & Exports Shipping Administrator is responsible to perform certain Import and Export Duties as well as other duties within the Operations Department as required. This may include liaising with Customers, Suppliers and Logistics providers, while maintaining information accuracy within the system database.

The Imports & Exports Shipping Administrator and the Purchasing Executive may swap duties from time to time to ensure continuous knowledge and cross skilling of duties and responsibilities in the Operations area.

ESSENTIAL DUTES AND RESPONSIBILITIES include the following. Other duties may be assigned as and when required.


  • Assist the Operations Admin Co-ordinator as required
  • Provide back up and support to other roles within the Operations department, such as Inwards Goods and Despatch.
  • Run reports and generate spreadsheets for data analysis.
  • Participate and offer solutions towards the Company’s Continuous Improvement system, incorporating Lean Manufacturing tools and processes.
  • Ensure work area is always maintained in a clean and tidy condition.
  • Ensure all conduct is in line with current Company Policies and procedures and all current State or Federal Legislation.
  • Responsible to check and verify the external suppliers billing invoices.
  • Responsible to check and verify original shipping documents before pass to HOD/GM for signatories.
  • To assist HOD for any ad-hoc matters.
  • To perform any other duties as and when required by the Management.


  • Administer Purchase Orders after placement :-
  • Receive and file Acknowledgements/Confirmations.
    Expedite overseas orders and follow up short shipments.
    Maintain the Business system and communicate with Purchasing.
  • Pursue and process Shipping documentation into:-
  1. Shipping Register
  2. Business Data system
  3. Hard copy filing systems.
  • Provide all Shipping Documentation to Freight Forwarder in line with Malaysian Customs Legislation.
  • Generate Inwards Goods receiving documents/reports of all Import Shipments.
  • Liaise and schedule all Import deliveries with Logistics providers and Inwards Goods Supervisor.
  • After clear receipt of goods, send receiving documents/reports to Inventory Controller for booking stock into the Business system in a timely and accurate manner.
  • Investigate and resolve any delivery discrepancies, including communication of the appropriate information to the Supplier, Insurer, and our internal departments.
  • Archive and hold Shipping Documents as per the business policy.
  • Generate Import Shipping Statistics as required.
  • Provide efficient delivery logistics through data management.
  • Filling out import-export documentation, compile carrier and route assignments, compute international fees for each shipment, and keep track of shipment payments.
  • The role of Import Executive involves being able to manage deadlines and sometimes difficult situations, therefore an element of negotiation is required to be able to meet time.
  • Responsible to prepare weekly and monthly shipment report.


  • Filling out import-export documentation, compile carrier and route assignments, compute international fees for each shipment, and keep track of shipment payments.
  • Proactively communicate and co-ordinate Export Jobs due out with Production and Despatch Supervisor.
  • Working for a freight forwarder/agent or directly for an importer who is based in the country where goods are being delivered.
  • An Import Executive job requires establishing contacts and relationships with HM Customs to ensure efficient transfer of goods through the legal process.
  • As an Import Executive you will be part of a team of people who are responsible for the movement of goods from another country, ensuring the transit and delivery is made on time. This means that you will liaise regularly with overseas offices, partners, or agents.
  • Create, record and file all required Export Documentation.
  • Archive and hold Export Documents on site as per the business policy.
  • Pass copies of Bills of Lading and invoices to accounts dept. for Duty Drawback.
  • Responsible to prepare weekly and monthly shipment report.
  • Import Executive are responsible for costing jobs and ensuring maximum profitability for their organization.
  • You will be responsible for arranging and completing all associated paperwork, which documents the nature of the goods being imported from abroad and that they are legal and legitimate.
  • Imports are generally subject to import quotas, tariffs, trade agreements and HM Revenue and Customs regulations, so as an Import Clerk your role will involve checking all is in order in this respect.
  • Prepare shipping documents; Proforma Invoice, Commercial Invoice, Packing List, Bill of Lading, MITI Forms, Insurance including Letter of Credit documents to meet KPI target.
  • Depending on the size of the organization, an Import Executive may be required to check goods in as they arrive against paperwork to ensure all goods ordered are accounted for.


Safety is the responsibility of every person on any Elta Group Asia Pacific site, including all management, staff, contractors and visitors.

As part of your position you are require to ensure that you:

  • Follow all company policies and procedures
  • Take reasonable care for your health and safety, including those around you
  • Report all potential hazards, near misses and incidents immediately
  • Do not wilfully place at risk the health or safety of yourself or any person in the workplace
  • Wear relevant PPE as required (personal protective equipment)

Perks & Benefits

  • Nearby public transport
  • Medical insurance

Job Location
No. 147, Jalan TUDM, Kampung Baru Subang, 40150 Shah Alam, Selangor
Click to view the location on Google maps

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Company Overview


Our parent company, Elta Fans UK, was established in England in 1972 and is an internationally recognised front runner in axial fan and impeller design. The Elta Group was incorporated in 1996 and is now a multinational company present in four continents. Elta Group companies AMS (Air Movement Solutions) in South Africa and Fantech in Australia and New Zealand have all established market leading positions in their regions through incorporating Elta Fans axial technologies. Eltafantech Asia was established in 2006, incorporating the branding of both Elta Fans and Fantech, as a response to the increasing popularity of the Elta Fans impeller and Fantech products in Asia. In 2010 with further growth in the Asian market, Eltafantech moved to our current 45,000 sq. ft. facility in Shah Alam, Kuala Lumpur and, in 2017, rebranded to become Elta Fans Malaysia.


Our Mission
Healthy air, lowest energy, lowest life cycle costs.
For nearly half a century, our mission has been focused on breaking new ground with innovative air movement technologies that allows for designers to expand their sustainability goals and create more energy efficient buildings.
Our Purpose
Sustainable air movement.
Our investments in air moving technologies, the processes we use, and the people we surround ourselves with allow us to have an impact on our built environment in a way in which contributes to a healthier, more sustainable planet.
Our Vision
A future of smart cities.
We aim to help build sustainable buildings designed with innovative products that deliver the cleanest, healthiest air. We are constantly seeking new ways to provide the most energy efficient solutions to our customers.
Our People
Commitment to the customer.
Our commitment to our customers does not end with the installation of a product. Our service team support our customers with the highest level of customer service for the lifetime of the product. Every member of our team shares the same passion for improving the air we breathe whilst protecting our environment.
Join our diverse and motivated team, and be part of our exciting growth journey!


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Company Summary
Elta Fans Malaysia Sdn. Bhd
51-100 employees
Manufacturing / Production
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