Job Description
Office Administrator (Maternity Cover)
Department: Finance Administration
Employment Type: Fixed Term Contract
Location: Indonesia/Jakarta
Reporting To: Finance Manager, Indonesia
Compensation: Rp10,000,000 - Rp15,000,000 / month
The Office Admin is responsible for supporting the daily operations of the office, finance administration, inventory management, and logistics activities. This role ensures smooth office operations, accurate documentation, timely procurement and billing processes, effective stock control, and coordination of imports and deliveries.
Key Responsibilities
Administration
- Manage office administrative activities and facilities.
- Purchase and replenish office supplies, pantry items, and mineral water.
- Maintain and manage office keys, access cards, and safe deposit box keys.
- Coordinate hotel bookings and visitor arrangements.
- Oversee stationery, beverages, and corporate giveaway inventory.
- Ensure office cleanliness and tidiness standards are maintained.
- Coordinate requests for new GLR tokens and other office administrative requirements.
Finance & Procurement Support
- Prepare and issue invoices to distributors.
- Prepare and process Purchase Orders (POs) for machines, software, and other operational requirements.
- Coordinate procurement activities through designated purchasing platforms.
- Download and maintain billing records from vendors and service providers.
- Receive, verify, and process supplier invoices.
- Prepare quotations for repair and maintenance services.
- Support supplier onboarding and verification processes with banking institutions.
- Assist in payment preparation and billing documentation.
Inventory Management
- Maintain and update inventory records, sales lists, and stock reports.
- Monitor inventory movement and support month-end closing activities.
- Maintain and update spare parts inventory records.
- Ensure inventory accuracy and availability of operational stock.
Logistics & Import Coordination
- Coordinate import-related activities and documentation.
- Arrange delivery of machines and equipment from warehouses to customers.
- Liaise with logistics partners and vendors for quotations and delivery arrangements.
- Coordinate courier services for spare parts shipments and collections.
- Prepare commercial invoices and supporting documents for warranty and customs purposes.
- Monitor shipment status and ensure timely delivery of goods.
Skills, Knowledge & Expertise
- Diploma or Bachelor's Degree in Business Administration, Supply Chain, Logistics, Finance, or a related field.
- Minimum 2-3 years of experience in administration, logistics, inventory control, or finance support.
- Familiarity with procurement processes, invoicing, and inventory management.
- Experience handling import/export documentation and shipment coordination is an advantage.
- Proficient in Microsoft Office applications, particularly Excel.
- Strong organizational skills and attention to detail.
- Good communication and coordination skills with internal stakeholders, suppliers, and logistics partners.
- Ability to manage multiple tasks and priorities in a fast-paced environment.
- Administrative Management
- Procurement & Vendor Coordination
- Inventory Control
- Logistics & Import Operations
- Financial Documentation
- Attention to Detail
- Problem Solving
- Time Management
- Stakeholder Communication
