Job description:
Purpose of the Job
The Administrative Assistant will provide comprehensive administrative support to local HRBP in Jakarta-Indonesia station, ensuring the smooth operation of the office. This role involves handling a variety of tasks with main focus in procurement, general affairs, and HSE. The ideal candidate will be organized, detail-oriented, and able to work effectively in a fast-paced environment
Job Description
- Manage daily office operations, including maintaining office supplies, equipment, and a clean work environment.
- Serve as a point of contact for procurement, vendor relationship, external communications, general affairs, and HSE compliances.
- Assist in the preparation and processing of purchase requisitions and orders.
- Maintain and update vendor records and procurement documentation.
- Coordinate with suppliers for quotations, delivery schedules, and order confirmations.
- Track and monitor procurement timelines to ensure timely delivery of goods/services.
- Assist with employee services such as office equipment requests, travel arrangements, and other GA-related needs.
- Coordinate with external service providers for office operations (e.g., utilities, maintenance, catering, transportation).
- Prepare, organize, and maintain documents, reports, and presentations, ensuring all materials are accurate and up to date.
- Maintain filing systems (both physical and digital) to ensure easy access to information and compliance with company policies.
- Assist in the planning and execution of special projects and events as needed, providing logistical support.
- Handle sensitive information with discretion and maintain confidentiality in all matters.
- Support the implementation of safety initiatives and monitor follow-up actions.
- Coordinate with internal teams and external vendors for HSSE-related services and supplies.
Job Requirements - Experience and Education
- A bachelor's degree in business management or equivalent.
- 1-3 years of experience in an administrative role or similar position
- Relevant experience in procurement, HSSE, or general affairs administration is a plus
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.
- Good English communication skills is a plus.
- Strong organizational and multitasking abilities.
- Attention to detail and ability to work independently.
Leadership BehaviorsCollaborate & break silos Execution & Accountability External focus Growth mindset Inclusion Innovation Setting a clear direction Simplification SkillsAdaptability Attention To Details Communication Skills Interpersonal Skills Organization & Planning Problem Solving Stakeholder Management Time Management
