Operations Executive - CEO Office (Mandarin Speaker)

Job Description:

Operations Executive

We are building a newly established subsidiary focused on the trading and wholesale distribution of fresh flowers and related materials in Malaysia.

As our first Operations hire, you will play a foundational role in setting up and owning the company’s end-to-end operational backbone - spanning procurement, supplier management, import coordination, and sales operations. This role offers high visibility, autonomy, and the opportunity to work closely with the CEO Office on key business decisions from day one.

Key Responsibilities

1. Procurement & Supplier Management (Primary Focus)

• Lead end-to-end procurement of fresh flower products, including supplier sourcing, price negotiation, and relationship management with China-based suppliers (Mandarin required)
• Conduct ongoing market research to identify new suppliers, benchmark pricing, and monitor industry trends across China and Malaysia
• Build and maintain a robust supplier pipeline, evaluating vendors on cost, quality, reliability, and compliance
• Develop procurement plans aligned with demand forecasts and business needs, proactively identifying supply risks and price fluctuations
• Drive cost optimization initiatives (e.g., bulk purchasing, long-term agreements, alternative sourcing strategies)
• Ensure procurement activities comply with quality standards and regulatory requirements for cross-border trade
• Continuously refine and improve procurement processes as the business scales

2. Import & Trade Compliance (Cross-Border Focus)

• Manage full-cycle import documentation for shipments from China, including customs declarations, phytosanitary certificates, and HS code classification
• Coordinate with freight forwarders, customs agents, and logistics partners to ensure timely clearance and cold chain integrity
• Track shipment progress and proactively resolve delays, discrepancies, or compliance issues
• Stay up to date with Malaysia’s import regulations, duties, and quarantine requirements for fresh flowers
• Maintain accurate and audit-ready import records

3. Wholesale Sales Development

• Identify and develop new wholesale customers in Malaysia (e.g., florists, event companies, retailers) to expand the customer base
• Manage and nurture existing client relationships to drive repeat business and long-term partnerships
• Support preparation of sales materials, including pricing lists, proposals, and product catalogues
• Gather customer and market insights to inform procurement and product strategy

4. Sales & Order Administration

• Manage end-to-end sales order processing, including verification and approvals for offline orders
• Prepare and maintain sales documentation (quotations, invoices, delivery orders, customer records)
• Coordinate across customers, internal teams, and stakeholders to ensure smooth order fulfilment
• Monitor order status, payments, and documentation requirements
• Respond to customer inquiries professionally in both English and Mandarin

5. General Operations

• Act as the central operational point of contact, ensuring seamless day-to-day execution
• Support leadership with ad hoc operational initiatives as the business evolves
• Maintain accurate records across procurement, sales, and operations for reporting and audit purposes

Requirements

• Diploma or Degree in Business, Supply Chain, Procurement, or a related field
• 2-4 years of experience in procurement, operations, or sales coordination. Experience in fresh produce, agriculture, or trading is a plus
• Fluent in English and Mandarin (spoken & written)
• Familiar with import documentation, customs processes, and freight coordination. Experience handling perishable or agricultural goods is an added advantage
• Proficient in Microsoft Excel. Experience with ERP or procurement systems is a plus
• Comfortable using AI tools (e.g., ChatGPT, Claude, Notion AI) to improve work efficiency