Admin & General Affairs Officer

Talent Search Recruitment - Indonesia; Jakarta Selatan; On-site; IDR 44,640,000 - 66,960,000; Full time

Job summary

Talent Search Recruitment - Indonesia is seeking a well-organized Admin & General Affairs Officer to support daily office operations. The role involves coordinating with building management, vendors, and handling basic reception tasks for visitors and inquiries.

The candidate will manage office administration, invoices, reimbursements, and expenses while maintaining a professional front desk presence. Strong communication and MS Office skills are required.

Qualifications

• Diploma (D3) or Bachelor's degree in related field.
• 1-2 years of experience in office admin or receptionist roles.
• Good understanding of general office administration and coordination.
• Basic English communication skills both written and spoken.

Responsibilities

• Manage day-to-day office administrative activities and operations.
• Coordinate with building management, vendors, and external service providers.
• Handle office access cards, keys, and related administration.
• Support invoices, reimbursements, and expense claims processing.
• Provide basic reception and front desk support when required.
• Assist with document preparation, filing, scanning, and general tasks.

Skills

Office Administration

General Affairs

Vendor Coordination

Reception Skills

MS Office

English Communication

Education

Diploma (D3)

Bachelor's Degree

Tools

MS Office

Job description

We are looking for a well-organized, responsible, and service-oriented Admin & General Affairs Officer to support the day-to-day administrative and office operations of the company. This role will be responsible for ensuring the office runs smoothly, coordinating with building management and external vendors, managing office-related administration, and providing administrative support for invoices, reimbursements, and expenses.

The role will also provide basic reception and front desk support, including welcoming visitors and assisting with general inquiries when required.

Key Responsibilities

Office Administration & General Affairs

• Manage day-to-day office administrative activities and ensure smooth office operations.
• Coordinate with building management regarding office access, facilities, maintenance, and other building-related matters.
• Manage and maintain office access cards, keys, and related access administration.
• Coordinate office maintenance, repairs, cleaning, supplies, and other general office requirements.
• Coordinate with Office Boy (OB), building management, vendors, and other external service providers as needed.
• Monitor office supplies and ensure sufficient availability of stationery, pantry items, and other office necessities.
• Support office arrangements, meetings, events, and other internal activities when required.

Administrative & Expense Support

• Prepare and maintain administrative reports, records, and monthly recaps.
• Assist in preparing and checking invoices, reimbursement documents, and office expense claims.
• Maintain proper documentation and filing of office-related invoices, receipts, and supporting documents.
• Coordinate with the Finance team regarding office expenses, invoices, and reimbursement documentation.
• Monitor administrative expenses and ensure supporting documents are complete and properly maintained.

Reception & Front Desk Support

• Provide basic reception support when required.
• Welcome and assist visitors, clients, and business partners in a professional and friendly manner.
• Assist with incoming calls, messages, deliveries, and general inquiries.
• Coordinate visitor access with building management and relevant employees.
• Maintain a professional and welcoming front-office environment.

Other Administrative Support

• Provide general administrative support to employees and management as required.
• Assist with document preparation, photocopying, scanning, filing, and other administrative tasks.
• Support ad-hoc office and administrative projects as assigned.

Requirements

• Minimum Diploma (D3) or Bachelor's Degree in Business Administration, Management, Office Administration, or a related field.
• 1 - 2years of experience in office administration, general affairs, receptionist, or a similar administrative role.
• Good understanding of general office administration and office coordination.
• Comfortable coordinating with building management, vendors, and external service providers.
• Basic English communication skills, both written and spoken, with the ability to communicate in simple English with visitors, vendors, building management, and internal stakeholders.
• Proficient in Microsoft Office, particularly Word and Excel.
• Professional, presentable, and comfortable providing basic front desk/reception support when required.