Administration and Facilities Specialist

UPM Raflatac Sdn Bhd; Jakarta Utara; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading global company in Jakarta is looking for an Administration and Facilities Specialist to ensure smooth administrative support and maintain facilities. The ideal candidate will have a bachelor's degree and 2–4 years of experience in relevant fields. Strong organizational and communication skills are essential. The role offers meaningful work within a caring community and opportunities for personal development.

Benefits

Work-life balance

Development opportunities

Sustainability-oriented workplace

Qualifications

• Minimum 2–4 years of experience in administration, office management, or facility services.
• Strong organizational, multitasking, communication, and negotiation skills.
• Excellent communication skills in both written and spoken English.

Responsibilities

• Manage pantry supplies and ensure smooth daily operations.
• Coordinate transportation arrangements and support visa processes.
• Oversee facility maintenance and workplace safety.

Skills

Organizational skills

Communication skills

Negotiation skills

Multitasking

Problem-solving

Education

Bachelor’s degree in business administration or related fields

Tools

MS Office (Word, Excel, Outlook, PowerPoint)

Job description

Administration and Facilities Specialist

We are now looking for an Administration and Facilities Specialist. This position will be located in Jakarta, Indonesia.

Greetings from your future manager

We are pleased to have you onboard as our Terminal Administration & Facilities Specialist colleague. Your role is central in ensuring smooth administrative support and well-maintained facilities that create a safe, efficient, and supportive working environment for our teams. By bringing your expertise and dedication, you will help us deliver reliable services and reinforce UPM’s culture of responsibility, innovation, and care. We are excited to grow and achieve success together with you. Marlina Sutanti, Terminal Manager

What you will do

• Manage pantry supplies to ensure adequate stock and smooth daily operations
• Arrange and negotiate accommodation for visitors, staff, and business partners as required
• Coordinate transportation arrangements for visitors and employees, and support visa application processes (if any)
• Ensure timely procurement and availability of office supplies
• Lead engagement activities, team building and special events (e.g. Year End Party, sale events)
• Manage RFQs (Request for Quotation), vendor sourcing, and price negotiations for all services
• Maintain and update filing systems (both physical and digital) for easy access and compliance
• Oversee facility and office maintenance, ensuring workplace safety, cleanliness, and functionality

Who you are

• You have a bachelor’s degree in business administration, facility management, or related fields
• You have minimum 2–4 years of experience in administration, office management, or facility services
• You have strong organizational, multitasking, communication, and negotiation skills
• You have good knowledge of vendor management and procurement processes
• You must possess excellent communication skills in both written and spoken English
• You are proficient in MS Office (Word, Excel, Outlook, PowerPoint)
• You have a problem-solving mindset with attention to detail

This is what we offer for you

• A meaningful job – We have an inspiring purpose ‘We create a future beyond fossils. Our work is impactful and transformative.
• A caring community – Our community is built on great team spirit and shared commitment. We care about each other and the well-being of our colleagues. We support the work-life balance of all our employees.
• Development opportunities – We offer you great opportunities to learn and grow throughout your career. We are an international, multi-business organization offering plenty of avenues for personal growth.
• Responsible employer - Sustainability is at the core of everything we do. We are committed to ambitious, science-based sustainability targets in all areas from climate change to biodiversity. We foster diversity and inclusivity, offering a work environment in which everyone can be themselves.