Business Operations Specialist (Pharmaceutical)

Randstad; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading staffing and recruitment firm is seeking a Business Operations Specialist in Kuala Lumpur, Malaysia. This role involves coordinating event operations, managing logistics for shipments, and overseeing office administration. The ideal candidate holds a Bachelor's degree in a relevant field and has strong organizational skills. You will collaborate with various teams to ensure efficient business operations and maintain compliance with regulations. This position also requires managing vendor relationships and maintaining high-quality data standards.

Qualifications

• Bachelor’s degree in a relevant field.

Responsibilities

• Coordinate event operations support and maintain budget tracking.
• Support VEEVA CRM system and manage user access.
• Collaborate with departments to analyze data requirements.
• Generate reports to track sales performance.
• Oversee logistics for inbound shipments and customs clearance.
• Manage office space and vendor relationships.

Education

Bachelor's degree in Business Administration, Supply Chain, Facilities Management, Information Technology

Job description

Business Operations Specialist (Pharmaceutical)

Business Administration & Data Stewardship

• Coordinate end-to-end event operations support for event owners (logistics, trackers, vendors, contract/PO/payment coordination) and maintain budget/expense tracking and follow-ups with stakeholders.
• Support VEEVA CRM system and maintain the “In-market” Dashboard including user access, data quality check, and basic troubleshooting and ticketing with global CRM IT.
• Support and implement data governance practices to maintain high-quality data.
• Collaborate with sales, marketing, and other departments to capture and analyze data requirements, ensuringalignment with business objectives.
• Generate reports and maintain sales dashboards to track key performance indicators and summarize performance and flag variances for review.

Logistics & Shipment Coordination

• Coordinate 1–2 inbound shipments per month from global manufacturing sites into Malaysia & Singapore, working closely with internal supply chain, 3PLs, and freight forwarders.
• Coordinate, review and verify shipping documentation (e.g., commercial invoices, packing lists, import permits, delivery notes) prepared by relevant parties to support compliant clearance.
• Monitor shipment status, proactively follow up on delays, and escalate issues where necessary to protect product integrity and customer supply.
• Liaise with customs brokers and local logistics partners to ensure timely, compliant clearance and delivery to designated warehouses or customers.

Business Use

• Maintain shipment records in relevant systems/trackers, and support periodic reporting on shipment status, lead times, and exceptions.
• Support continuous improvement of order-to-delivery processes affecting the sales team and customers, while adhering to relevant quality and regulatory requirements.
• Oversee day-to-day management of the office space, including maintenance, cleanliness, and organization.
• Manage vendor relationships for office supplies, equipment, and services.
• Coordinate office moves, renovations, and space utilization projects as needed.
• Develop and implement office policies and procedures to ensure a safe and productive work environment.
• Serve as the primary point of contact for office-related inquiries and requests.
• Ensure compliance with health and safety regulations and protocols.
• Monitor and manage office security systems and protocols.
• Address facility-related issues promptly and effectively.
• Collaborate with cross-functional teams to optimize office space utilization and efficiency.

Team & Reporting

You will be reporting to Business Operation Lead

Skills Required

No additional skills required.

Qualifications

• Bachelor’s degree in Business Administration, Supply Chain, Facilities Management, Information Technology, or a related field.

Education

Bachelor Degree