CSA, Terminal Stock & Admin

To compile, consolidate, and analyze daily gantry meter reading entries to produce the Daily Terminal Activity Report, reflecting loading versus lifting volumes. This report serves as the basis for daily, weekly, and monthly closing figures, which are later submitted to the KDRM.

The role is also responsible for the preparation of the Daily Commitment Stock/Gantry

Reconciliation Report, ensuring compliance with government regulations and requirements.

In addition, the role will assist the Admin Supervisor – Terminal Stock and Admin – in the following areas:

• Preparing monthly submissions to KDRM for duty payments or subsidy claims.
• Preparing monthly terminal reconciliation reports for Product, Additive, and PME gain/loss.
• Liaising with local authorities such as MPK, KPDNKK, LPK, and NMB for the timely renewal of licenses, bank guarantees, and land leases, including preparation of necessary payments.

Key Responsibilities

• Actively manage daily office administrative tasks including recordkeeping, key/access control, courier and postal services, and petty cash claim/disbursement for terminal staff.
• Reconcile daily stock for all petroleum products, additives, and POME by counter-checking documents such as meter tickets, gantry meter records, bulk stock data, and PDNs from despatch.
• Prepare weekly and monthly stock reports for all terminal products, ensuring compliance with internal controls and statutory requirements. This includes daily, weekly, and monthly reconciliation of gantry meter readings against sales reports, tank stocks, vessel throughputs, and drum-packed products.
• Analyze and identify discrepancies in stock and documents, including issues related to cancellations, diversions, suspense transactions, unfulfilled transactions, gantry reports, and tank stock via gauging or spreadsheet calculations in coordination with distribution, gantry, and shipping teams.
• Monitor products for disposal, contamination, returns/diversions, and incorporate them into stock reconciliations. Ensure all records are maintained in accordance with KDRM format for subsidy or sales tax claims.
• Maintain and organize documentation for Customs (Kastam) scrutiny and audits, including tank stock movement, product issuance, vessel receipts, borrow and loan records, drumming activities, and additive usage.
• Handle monthly petty cash claims, perform monthly petty cash reconciliation, and manage petty cash encashment at Standard Chartered Bank, Klang.
• Maintain and manage the dead record store, including document filing, retrieval, and disposal.
• Oversee daily mailing and courier operations, key/access control, and safekeeping of PPE (safety shoes, helmets, jackets) for visitors.
• Assist in the preparation, submission, and collection of Customs documentation from West Port and Putrajaya, especially during month-end closing and documentation submission periods.
• Monitor additive container arrivals, facilitate Customs inspections, and manage port clearance procedures.
• Liaise with the Supply Department and additive suppliers to monitor incoming additive shipments.
• Adhere to strict deadlines for the preparation, approval, and submission of stock, duty, and subsidy reports.
• Willing to work on weekends and public holidays to meet critical deadlines.
• Maintain good professional relationships with various levels of Customs officers.
• Assist and coordinate all visits, audits, and meetings conducted by external authorities at Terminal NPI.
• Ensure all financial and non-financial reports submitted to authorities (e.g., NMB, LPK, MPK) receive prior approval from the Terminal Manager.

Qualifications

• Diploma in any related field.
• Minimum 5 years related working experience.