Admin Assistant ( 2 months initial contract )

One Belian Seed PLT; Jakarta Utara; On-site; IDR 66,960,000 - 111,600,000; Part time

Job summary

One Belian Seed PLT is seeking an Executive Assistant to support mobilisation and business establishment activities for an Oil & Gas project in Indonesia. The role involves administrative, logistical, and coordination tasks for the management team in a setting without a permanent office.

The candidate should be highly organized, fluent in Mandarin and English, with at least 2 years of admin or office coordination experience, and able to work flexibly.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Management, or a related discipline.
• Fluent in Mandarin and English; Bahasa Indonesia proficiency is an added advantage.
• Minimum 2 years' experience in administrative, executive assistant, or office coordination roles.
• Strong organisational and multitasking skills.
• Familiarity with local transportation networks, government procedures, and visa/immigration processes in Indonesia.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to work independently with minimal supervision.

Responsibilities

• Arrange local transportation, airport transfers, accommodation, and travel logistics for management and visiting personnel.
• Make telephone calls and liaise with local government agencies, service providers, hotels, landlords, and business partners.
• Assist with visa applications, immigration documentation, work permits, and other travel-related administrative matters.
• Coordinate meetings, appointments, and schedules.
• Source and coordinate local vendors, suppliers, and administrative services.
• Assist with the establishment of temporary office operations and administrative processes.
• Prepare correspondence, maintain records, and organise company documentation.
• Handle courier services, document submissions, and general administrative duties.
• Provide day-to-day administrative support to the project team.
• Be available on-call to respond to urgent operational requirements during the mobilisation phase.

Skills

Fluent Mandarin

Fluent English

Bahasa Indonesia (basic)

Education

Diploma or Bachelor's Degree in Business Administration, Management, or related discipline

Tools

Microsoft Office

Job description

Admin Assistant ( 2 months initial contract )

Position Overview

Our client, an international Oil & Gas company commencing operations in Indonesia, is seeking a proactive and highly organised Executive Assistant to support its project mobilisation and business establishment activities.

As the company is in the early stages of setting up its local operations and does not yet have a permanent office, the successful candidate will play a critical role in providing administrative, logistical, and coordination support to the management team. This position requires flexibility, resourcefulness, and the ability to respond promptly to operational needs.

Key Responsibilities

Arrange local transportation, airport transfers, accommodation, and travel logistics for management and visiting personnel.

Make telephone calls and liaise with local government agencies, service providers, hotels, landlords, and business partners.

Assist with visa applications, immigration documentation, work permits, and other travel-related administrative matters.

Coordinate meetings, appointments, and schedules.

Source and coordinate local vendors, suppliers, and administrative services.

Assist with the establishment of temporary office operations and administrative processes.

Prepare correspondence, maintain records, and organise company documentation.

Handle courier services, document submissions, and general administrative duties.

Provide day-to-day administrative support to the project team.

Be available on-call to respond to urgent operational requirements during the mobilisation phase.

Qualifications

Diploma or Bachelor's Degree in Business Administration, Management, or a related discipline.

Fluent in Mandarin and English, Bahasa Indonesia proficiency is an added advantage.

Minimum 2 years' experience in an administrative, executive assistant, or office coordination role.

Strong organisational and multitasking skills.

Familiarity with local transportation networks, government procedures, and visa or immigration processes in Indonesia.

Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).

Ability to work independently with minimal supervision.

Preferred Experience

Previous experience supporting expatriate teams or multinational companies.

Experience in Oil & Gas, Energy, Engineering, Construction, or other project-based industries is an advantage.

Experience supporting company setup or mobilisation projects is highly desirable.

Personal Attributes

Highly responsive and dependable.

Resourceful with strong problem-solving skills.

Excellent interpersonal and communication abilities.

Able to work under pressure and adapt to changing priorities.

Professional, discreet, and able to maintain confidentiality.

Willing to work flexible hours and remain available on-call when required.

Contract Duration: 3 months

Reporting To: Project Manager / Country Representative

Working Arrangement: On-site

Start Date: Immediate

Why Join This Opportunity?

This is an exciting opportunity to be part of the launch of a new Oil & Gas operation in Indonesia. You will work directly with the leadership team, supporting critical business setup activities and contributing to the successful establishment of the company's local presence.