Location: Surabaya
Position Type: Entry-level Staff
Work Nature: Full-Time Employment and Work From Office
Reports to: Chief Operating Officer
How to Apply
To apply for this position, please submit the following documents:
- Cover Letter responding to key selection criteria
- Degree of certificate and transcript
- Resume that highlights about your past experience
- Contact of three references that can explain the past performance
- Expected monthly salary
Please send all of the documents to [Confidential Information] and copied to [HIDDEN TEXT] no later than 10 August 2024 with subject line: Admin Coordinator_Name
Background of the Organization
QED-Research Consulting is an Indonesia-based development management, implementation, and monitoring-evaluation consultancy firm. Our focus is on inclusive economic development, GEDSI, health, emergency responses, impact investment, sustainable energy, increased employment, youth empowerment, agriculture, urban and rural poverty, and industrial development. QED also has experience working for different organizations in Southeast Asia, Africa, and Oceania.
Purpose of The Position
Under the general direction of the Chief Operating Officer (and other C-level and/or project-specific lead), the Admin Coordinator will be responsible for providing and taking the lead in the administrative process of the company, its sister company/organization, and its projects. This will cover but not limited to: recapitulation and drafting of operational and financial documentation/transactions/information (such as project invoicing, expenditures, cash advances, reimbursements, corporate spending/procurement), team's bookings for project & travel necessities (venue reservations, accommodations, travel tickets), and others administrative requirements. The position also requires collaboration and coordination with project managers, partners, consultants, as well as vendors, and clients in each respective assignment.
Roles and Responsibilities
- Generate, send, and follow up on invoices.
- Coordinate with the finance department to process payments and manage accounts receivable.
- Maintain accurate and up-to-date billing records.
- Organize and manage appointments, meetings, and room bookings for staff and clients.
- Coordinate travel arrangements, including flights, accommodations, and transportation for staff attending off-site activities, meetings, and conferences.
- Support implementation of off-site activities.
- Assist in the procurement of office supplies, equipment, and services in accordance with company policies.
- Maintain an inventory of office supplies and reorder as necessary.
- Obtain quotes, negotiate with suppliers, and manage purchase orders and contracts.
- Manage incoming and outgoing correspondence, including mail, email, and packages.
- Assist in the preparation of relevant reports and presentations.
- Ensure compliance with company policies and procedures.
- Perform other related duties as assigned to support the overall operation of the company.
Key Selection Criteria
- At least a bachelor's degree.
- Minimum 2 years of experience handling administrative work, fresh graduates are encouraged to apply.
- Experience in MS Office (MS Excel and MS PowerPoint, in particular) and office management software.
- Strong organizational skills with the ability to multi-task.
- Excellent written and verbal communication skills.
- Attention to detail and problem-solving skills.
- Willingness and availability to travel across Indonesia whenever required.
- Fluency in English is desirable.
- Excellent leadership skills are a must.
- Willingness to learn different approaches.
- Strong communication and interpersonal skills to be able to work with multiple stakeholders.
- Strong analytical mind and a flair for numbers;
- Efficient in planning and execution of assignments.
- Women, People with Disabilities, and Marginalized groups are encouraged to apply
Equal Opportunity Statement: QED has a long-standing policy of Equal Opportunity in employment. We do not discriminate on the basis of age, sex, race, color, religion, national origin, sexual orientation, gender identity, disability, or veteran status.
Functional Relationships
This position:
- Reports to the Chief Operating Officer for management and relevant Project Team Leaders for specific projects/assignments.
- Work closely with Project Team
- Close coordination with the client and its partners in the project area.
Working Condition
This position needs to comply with:
- Standard office hours (08.00 - 17.00), Monday to Friday, 1-hour maximum flexible lunch/prayer break period (could be taken from 11:30 to no later than 13.00) with occasional overtime (not advisable) as needed.
- Office environment, with the possibility of remote/flexible work as per company policies.
- Maintaining and being responsible for office assets entrusted including those used solely in office or those able to be taken back to home.
- Maintaining the dignity, image and credibility of the company as best as possible.
- Adhere to company policies and code of conduct.
