Office Executive

Ranpak Sdn. Bhd.; Iskandar Puteri; On-site; MYR 54,000 - 71,000; Full time

Job summary

Ranpak Sdn. Bhd. is seeking an Operations Coordinator in Malaysia to support weekly KPI consolidation, prepare monthly reviews, and deliver ad-hoc reports for executives.

The role involves cross-team collaboration, maintaining meeting trackers, and ensuring timely distribution of meeting minutes and action follow-ups. The position also covers office task coordination, event planning, and travel logistics, including vendor liaison and SAP-based requisitions to streamline operations and maintain

Responsibilities

• Consolidate data of weekly operational KPIs from various departments to create detailed management reports for executives.
• Prepare monthly operations review presentations.
• Ensure reports are accurate, clear, and delivered on time, providing insights to assist in executive decision-making.
• Generate ad-hoc reports requested by management and consolidate accordingly.
• Collaborate with different teams to gather and organize the required information and metrics for reporting.
• Maintain Operations Meeting Master Tracker.
• Monitor and update action items from operations meetings.
• Follow up with action owners on overdue tasks.
• Manage day-to-day office operations, ensuring tasks such as document management, scheduling, and office supplies inventory are handled efficiently.
• Oversee the organization and tracking of office tasks, ensuring deadlines are met and priorities are managed effectively.
• Maintain the office filing system, both digital and physical, ensuring easy access to important documents.
• Plan and coordinate office events, including meetings, conferences, and team-building activities.
• Prepare meeting agendas in collaboration with department heads.
• Attend meetings as required and take accurate minutes, including decisions, actions, and deadlines.
• Distribute meeting minutes promptly within 24 hours and ensure follow-up on actions.
• Ensure smooth execution of events by managing logistics, venue bookings, catering, and details.
• Collaborate with internal teams to align event objectives and ensure arrangements meet company standards.
• Follow up with planning, procurement and logistic team for supply chain & logistics support.
• Highlight potential delays and risks.
• Manage bookings for staff travel, including flight arrangements, hotel reservations, and transport logistics.
• Ensure travel plans comply with company policies and meet staff/executive needs.
• Keep accurate travel itineraries and bookings, with timely communications.
• Liaise with external vendors for office supplies, event services, and travel arrangements, ensuring timely delivery and cost-effectiveness.
• Process and manage purchase requisitions through the SAP system.
• Manage relationships with travel agencies, hotels, and transport service providers for best rates and smooth bookings.
• Provide administrative support to the management team, including calendar management, meeting coordination, and handling correspondence.
• Ensure the office environment remains organized and productive.

Job description

• Consolidate data of weekly operational KPIs from various departments to create detailed management reports for executives.
• Prepare monthly operations review presentations.
• Ensure reports are accurate, clear, and delivered on time, providing insights to assist in executive decision-making.
• Generate ad-hoc reports requested by management and consolidate accordingly.
• Collaborate with different teams to gather and organize the required information and metrics for reporting.

2. Operations Coordination:

• Maintain Operations Meeting Master Tracker.
• Monitor and update action items from operations meetings.
• Follow up with action owners on overdue tasks.

3. Office Task Coordination:

• Manage day-to-day office operations, ensuring tasks such as document management, scheduling, and office supplies inventory are handled efficiently.
• Oversee the organization and tracking of office tasks, ensuring deadlines are met and priorities are managed effectively.
• Maintain the office filing system, both digital and physical, ensuring easy access to important documents.

4. Meeting / Event Coordination:

• Plan and coordinate office events, including meetings, conferences, and team-building activities.
• Prepare meeting agendas in collaboration with department heads.
• Attend meeting as required and take accurate and detailed minutes, including recording decisions, action items and deadlines.
• Distribute meeting minutes promptly within 24 hours to relevant parties and ensure follow-up on assigned action items.
• Ensure smooth execution of events by managing logistics, venue bookings, catering arrangements, and any other necessary details.
• Collaborate with internal teams to align event objectives and ensure all arrangements meet company standards.

5. Supply Chain & Logistics Support

• Follow up with planning, procurement and logistic team.
• Highlight potential delays and risks.

6. Travel and Accommodation Management:

• Manage bookings for staff travel, including flight arrangements, hotel reservations, and transport logistics.
• Ensure all travel plans comply with company policies and meet the specific needs of staff and executives.
• Keep accurate records of travel itineraries and bookings, ensuring timely communication with staff regarding their arrangements.

7. Vendor and Service Management:

• Liaise with external vendors for office supplies, event services, and travel arrangements, ensuring timely delivery and cost-effectiveness.
• Processing and managing purchase requisitions through the SAP system.
• Manage relationships with travel agencies, hotels, and transport service providers to secure the best rates and ensure a smooth booking process.

8. General Administrative Support:

• Provide administrative support to the management team as required, including calendar management, meeting coordination, and handling correspondence.
• Ensure the office environment remains organized and conducive to a productive work atmosphere.