Admin Assistant - 6 Months Contract (Cikarang, Indonesia)

K2 STRATEGIC; Bekasi; Presencial; IDR 55 800 000 - 89 280 000; Tempo integral

Resumo da oferta

K2 STRATEGIC in Bekasi is seeking an Office Administrator to support data centre facilities operations and billing processes. You will handle invoices, records, and coordination with finance.

You will also manage visitors, calls, mail, and supplies, assist with work orders, travel arrangements, events, and maintain confidentiality.

Qualificações

• High School Diploma with 3–5 years of relevant administrative/secretarial experience.
• Experience in a Facility Management environment is preferred.
• Able to start work immediately.

Responsabilidades

• Facilitate processing of Data Centre–related invoices and ensure accurate, timely payments.
• Maintain meticulous records of all financial transactions related to bills and payments.
• Collaborate with finance teams to reconcile accounts and address discrepancies.
• Support department efficiency by performing admin duties and maintaining confidentiality.
• Perform clerical tasks to ensure smooth site operation and accurate record keeping.
• Review records, schedules, and daily attendance of custodians and maintenance staff.
• Generate reports as required.
• Greet visitors and maintain a welcoming, professional first impression.
• Manage incoming calls and inquiries and direct them appropriately.
• Handle office mail, packages, and deliveries with precision and timeliness.
• Assist with daily work orders via the work order software and report issues to the Director.
• Prepare requisitions for supplies and materials with Facilities staff.

Conhecimentos

Administrative skills

Organizational skills

Communication

Formação académica

High School Diploma

Diploma in Business Administration or Business Studies

Descrição da oferta de emprego

Key Responsibilities

• Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.
• Maintain meticulous records of all financial transactions related to bills and payments.
• Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.
• Under general direction from the facilities Operations team, enhances the department's effectiveness by performing various administrative duties and tasks. Maintains confidentiality of all privileged information.
• Performs clerical duties to ensure smooth site operation and accurate record keeping, including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.
• Reviews and maintains records, schedules, and daily attendance of custodians and maintenance staff.
• Generate reports as required.
• Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and impeccably professional first impression.
• Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.
• Handle office mail, packages, and deliveries with precision and timeliness.
• Assists with facilitating the daily work orders/job assignments through work order software to ensure timely completion. Report any deficiencies and problems associated with the Dude Solutions system to the Director of Facilities Management.
• Prepares requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.

Billing and Payment Support

• Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.
• Maintain meticulous records of all financial transactions related to bills and payments.
• Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.
• Under general direction from the facilities Operations team, enhances the department's effectiveness by performing various administrative duties and tasks. Maintains confidentiality of all privileged information.
• Performs clerical duties to ensure smooth site operation and accurate record keeping, including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.
• Reviews and maintains records, schedules, and daily attendance of custodians and maintenance staff.
• Generate reports as required.
• Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and impeccably professional first impression.
• Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.
• Handle office mail, packages, and deliveries with precision and timeliness.
• Assists with facilitating the daily work orders/job assignments through work order software to ensure timely completion. Report any deficiencies and problems associated with the Dude Solutions system to the Director of Facilities Management.
• Prepares requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.

Office Purchases

• Maintain a well-organized site supplies inventory and reorder items as necessary.
• Liaise with vendors to procure office equipment, furniture, and supplies, always mindful of cost-effectiveness and quality standards.
• Serve as the point of contact for local staff travel bookings and arrangements.

Guest Coordination

• Coordinate guest visits, encompassing travel and accommodation arrangements for overseas visitors, scheduling meetings, and preparing all necessary logistics, including security arrangements with the building.

Event Coordination

• Provide vital support in the organization of formal office events, such as training sessions, workshops, and seminars, whether they are internal or external to the office.

Key Requirements

• High School Diploma with Min 3 to 5 years of relevant experience in administrative/secretaria duties
• Experience in a Facility Management environment is preferred.
• Able to start work immediately

Education

Diploma in Business Administration or Business Studies