Office Executive

Ranpak; Johor; On-site; MYR 47,000 - 76,000; Full time

Job summary

Ranpak Malaysia is seeking an organized Operations Coordinator to consolidate weekly KPI data, prepare management reports, and support executive decision-making through timely, accurate information. You will coordinate meetings, manage office tasks, plan events, oversee travel arrangements, and liaise with vendors and internal teams to ensure smooth operations and compliant processes.

The role requires strong communication, attention to detail, and the ability to manage multiple priorities in a

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 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.
• Follow up with planning, procurement and logistic team to 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.
• Ensure the office environment remains organized and conducive to a productive work atmosphere.

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.