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Chevron is one of the world's leading energy companies, with approximately 60,000 employees working in countries around the world. We explore, produce and transport crude oil and natural gas; refine, market and distribute fuels and other energy products; manufacture and sell petrochemical products; generate power; and develop future energy resources, including biofuels and geothermal energy. To learn more, visit the Explore Chevron website.

Chevron’s presence in Malaysia spans 75 years and includes a vast network of Caltex-branded service stations in Peninsular Malaysia. Chevron also plays an active role in supporting local Malaysian communities by focusing on HIV/AIDS awareness and promoting education and job training programs.

Chevron Malaysia Limited wants you. If you have the talent, if you have the drive, if you have the ambition to achieve the highest standard of personal performance and accomplishment, our door is open. A career with Chevron puts you on the starting-block in a powerful race for immense opportunities and satisfying rewards.

Advertised on 12-6-12

Operation Administrator- Pasir Gudang Terminal


  • Minimum SPM qualification; other equivalent qualification can be considered if supported with at least 2 years experience in accounting and office administration
  • Proficient in Microsoft Applications; SAP knowledge is an advantage
  • Proficient in English and Bahasa Malaysia
  • Communication, coordination, computing and detail-orientation are essential skills to the job
  • Willing to work on a 2-cycle shift basis if required

    Job responsibilities

    Inventory Management

  • Performs daily Stock Reconciliation of physical against book inventory; this includes reconciliation of meter log reconciliation against SAP sales
  • Highlights variances and ensures investigation is conducted
  • Submits Daily Bulk Stock Movement Report to supervisor for review and Terminal Manager for approval
  • Reconciles daily lifting from supply sales customers
  • Submits monthly customs documentation and reports including stock returns, duty and subsidy

    Haulage Payment
  • Acts as fleet auditor for Evaluated Receipt Settlement (ERS)
  • Runs and reviews BI- Bulk Freight to ensure all shipment are with values and is complete for payment
  • Where there is zero value in the report, reports the incomplete transaction to IT
  • Ensures timely submission of the haulage billing on manual claims, i.e. Guarantee Volume Charge(GVC),Diversions, fuel surcharge and overnight charge
  • Updates the tracking template on bills received from hauler; computes the haulage accrual and reversal

    Delivery Operations
  • Provides SAP delivery due list of customers orders received from the customer service center and pass to hauler Scheduler to prepare delivery schedule
  • Coordinates with hauler scheduler to optimize resources for dispatch of fuel products
  • Generates Delivery Note, performs shipment planning, goods receipt and generates invoices for schedule orders to Retail, C&I and own collections customers
  • Allocates tank truck security seal for each delivery note to Retail and C&I
  • Controls the seals issuance, inventory control and replenishment of seals
  • Organizes the Delivery Note (DN) according to trip/delivery window as indicated in the delivery schedule; hand over the DN to the drivers for loading operations
  • Monitors the daily schedule to make sure all planned deliveries is executed timely
  • Coordinates and communicates with Hauler, CSC and RBC on fuels delivery related issues that may arise to ensure safety and reliability of the fleet operations
  • Takes immediate action to mitigate failed delivery
  • Ensures delivery rules are met
  • Ensures all journey plan is updated in the SAP PC8 system and participate in Journey plan assessment as required

    Supervision and Compliance
  • Provides coaching and supervision to other Operation Administrators in supporting terminal operations and optimize the business
  • Provides administrative and analytical support to terminal leadership by consolidating fleet and operations data, and OPEX spending
  • Maintains the staff annual leave record in SAP –PCH
  • Ensures bulk stock, Delivery Notes and all related terminal documents are filed and kept in accordance to records retention policy
  • Reviews Daily Cash and Banking report, Bulk Stock Reconciliation Report, Daily Delivery Due List, Daily Cancellation report
  • Conducts SOX testing and ensures internal controls are adhered to by terminal staff
  • Maintains compliance register required for the operations of the terminals
  • Ensure timely renewal of licenses and payment as required by Government Ministry and Local Town Council.

    Incoming Payment
  • Enters daily checks receipt into SAP
  • Reconciles the delivery dues list against the payments from customers and verifying that payment corresponds to amount of invoice
  • Highlights to Retail and Credit on short, non-payment and discrepancy in checks receipt
  • Deposits the checks in the local bank and ensure that SAP checks deposits receipt tally against bank in slip
  • Ensures bank credited into Chevron bank account on the day of check is deposited.
  • Ensures the acknowledgement copy of the DN is chop and sign by the Retailer and follow up on missing DN
  • Sends the invoices to C&I customers and to Finance

    Operational Excellence (OE)/Health, Environment and Safety (HES) Activities
  • Performs OE/HES activities including but not limited to participation in safety meeting, emergency response, fire drills and incident reporting / mitigation
  • Ensures vehicle reliability, availability, safety and Delivery In Full On Time

    System Support
  • Provides local support and point of contact on issues relating SAP, Ariba and Fuel Fac
  • Coordinates and interfaces with PAD, procurement and Fuel Fac Super user on system issues that cannot be resolved locally
  • Works closely with Finance and MSSC to meet month end reporting requirement and closing timeline

    Daily/Monthly Reporting
  • Provides daily and monthly reports on customs subsidy, additive usage and replenishment and scorecard
  • Provides daily actual lifting versus forecast volume for Retail, C&I and supplier customers to VCO for replenishment planning
  • Compiles and updates delivery matrix such as Customer Delivery Reliability (CDR) report, diversion, split loads on daily and monthly basis
  • Participates in SMI meetings
  • Maintains filing system for back office support of all delivery transactions processed

    Requisition Number: 455423599
    Location: Pasir Gudang, Johor

    To learn more about this position and apply, visit http://careers.chevron.com no later than 25 June 2012.

    By submitting an application/uploading your resume or CV, you acknowledge and agree that you are providing personal information about you to Chevron, it subsidiaries and affiliates, to consider whether you are an appropriate candidate for a position and that such information may be shared with Chevron affiliates, subsidiaries, or vendors and may be transferred to locations outside the country of collection.

    All information supplied will be treated as strictly confidential for the purpose of selection and recruitment. Only short-listed candidates will be notified, for candidates not selected, we would like to thank you in advance for your interest in a Chevron career.

    Bumiputeras are encouraged to apply

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    Jobs in Malaysia > Clerical/Administrative Jobs > Administrative Executive Jobs, Jobs in Oil / Gas / Petroleum industry

    Chevron Malaysia Limited (992309-U)

    For further information on Chevron Malaysia Limited, please visit our website: http://www.caltex.com.my