Office Executive

Ranpak; Iskandar Puteri; On-site; MYR 47,000 - 78,000; Full time

Job summary

Ranpak in Malaysia is seeking an Office Executive to support office operations, compile and analyze information for management reports, and coordinate cross-functional activities. The role covers travel bookings, event planning, and essential administrative support to the Operations Manager.

Ideal candidates will have 2–4 years of office administration experience, strong organizational skills, and proficiency in Microsoft Office. SAP Ariba experience is a plus.

Qualifications

• Diploma or Degree in Business Administration, Office Management, or a related field.
• Proven experience with 2-4 years in office administration, management reporting, or executive support.
• Strong analytical skills with the ability to compile complex information into clear and concise management reports.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
• Experience in processing and managing purchase requisitions using SAP Ariba or similar procurement systems is desirable but not essential, as training will be provided.
• Excellent organizational skills with the ability to handle multiple tasks simultaneously.
• Strong communication skills and the ability to interact professionally with all levels of staff.
• Experience in event planning, travel coordination, and vendor management is an advantage.
• Ability to work independently and in a team-oriented environment, maintaining a high level of attention to detail.

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.
• Track improvement projects.
• 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 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.
• Maintain shipment tracking dashboard.
• Follow up with planning, procurement and logistic team.
• Highlight potential delays and risks.
• 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.
• 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.
• Provide administrative support to the management team as required, including calendar management, meeting coordination, and handling correspondence.
• Manage Operation Manager’s calendar, prioritize meeting requests and prepare presentation materials.
• Ensure the office environment remains organized and conducive to a productive work atmosphere.

Skills

Analytical skills

Communication

Organizational skills

Event planning

Travel coordination

Education

Diploma or Degree in Business Administration / Office Management

Tools

Microsoft Office Suite

SAP Ariba

Job description

1.0 PURPOSE

• The Office Executive will be responsible to support office operations and ensure the smooth running of administrative tasks. The ideal candidate will possess strong skills in compiling and analyzing information to create comprehensive management reports for executives, while also handling day-to-day office management tasks. In addition, the Office Executive will coordinate office events, manage travel and accommodation bookings, and ensure efficient communication across teams. This role requires someone with excellent organizational and communication skills, capable of multitasking and working in a dynamic office environment.
• The Office Executive is also responsible for providing comprehensive administrative and operational support to the Operations Manager while ensuring the smooth and efficient execution of office and cross-functional activities. This role coordinates operational tracking and reporting, prepares management reports and KPI dashboards, monitors project and action item progress, and supports timely closure of key initiatives across Production, Planning, Engineering, Logistics, Quality, and Supply Chain.

2.0 REPORTING

• The Office Executive reports to the Plant Manager, Malaysia.

3.0 RESPONSIBILITIES

1) Management Reporting:

• 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.
• Track improvement projects.

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

• Maintain shipment tracking dashboard.
• 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.
• Manage Operation Manager’s calendar, prioritize meeting requests and prepare presentation materials.
• Ensure the office environment remains organized and conducive to a productive work atmosphere.

4.0 MAIN TASKS

• Overseeing all aspects of office operations, ensuring that the office operates efficiently and support Operation Manager.

5.0 PROFILE

• Diploma or Degree in Business Administration, Office Management, or a related field.
• Proven experience with 2-4 years in office administration, management reporting, or executive support.
• Strong analytical skills with the ability to compile complex information into clear and concise management reports.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
• Experience in processing and managing purchase requisitions using SAP Ariba or similar procurement systems is desirable but not essential, as training will be provided.
• Excellent organizational skills with the ability to handle multiple tasks simultaneously.
• Strong communication skills and the ability to interact professionally with all levels of staff.
• Experience in event planning, travel coordination, and vendor management is an advantage.
• Ability to work independently and in a team-oriented environment, maintaining a high level of attention to detail.