Administration Assistance

Pengiklan Anonim; Jakarta Utara; On-site; IDR 90.000.000 - 120.000.000; Full time

Job summary

An anonymous company in Jakarta Utara is seeking an Administrative Support professional. This role involves performing full secretarial services, managing documents, coordinating events for IsDBG, and ensuring smooth logistics for company missions. The ideal candidate will ensure accurate inventory management of office equipment and handle financial reports in compliance with guidelines. Candidates should have experience in SAP-MM and be detail-oriented to support the organization's administrative needs effectively.

Qualifications

• Full secretarial service experience.
• Familiarity with office equipment inventory management.
• Experience in using SAP-MM for purchase requests.

Responsibilities

• Perform administrative tasks and document management.
• Coordinate events and assist with logistics for IsDB missions.
• Maintain office vehicle schedules and insurance.

Job description

Perform a full secretarial service that includes the organization and filling of documents and records, the co-ordination of tasks and administrative activities within procedures ensuring the work area’s needs are effectively accomplished.

Prepare memos /letters related to the administration activities and ensure timely and accurate responsiveness.

Administrative Support Service

Ensure accurate inventory management of office equipment and maintain up-to-date assets register.

Provide assistance in overseeing the maintenance and servicing schedules of office vehicles.

Maintain and monitor vehicle insurance coverage to ensure continuous and adequate protection.

Follow up on and update fuel consumption records to ensure proper tracking and accountability.

Assess future requirements and monitor the availability of office stationery and any other office needs.

Ensuring that purchase requests are processed in SAP-MM in a timely manner and in compliance with IsDB procedures and guidelines.

Enter required data into platforms such as MOFA, the Ministry of State Secretariat, Tax Offices, and other government systems as needed.

Ensure proper utilization of petty cash and prepare monthly expenditure reports in accordance with financial guidelines.

Coordinate with hotels to secure the most competitive rates and favorable agreements for official requirements.

Perform any other duties assigned by the Director of RHJ.

Company events related Assistance

Ensure the provision of comprehensive administrative support for the organization of IsDBG events in Indonesia, including informing attendees, preparing required documents, and coordinating the circulation of materials as needed.

Provide necessary assistance with IsDB missions, ensuring smooth logistical and administrative arrangements.

Coordinate with the designated travel agency to issue prepaid air tickets and arrange appropriate accommodation.

Provide any needed services during the company events and to facilitate communication. Alert participants on the resumptions of meeting at the end of the recesses & breaks, organize collection & processing of meeting documents upon conclusion of the meeting and arrange dispatching meeting files and documents to the participants and archiving unit.

Coordinate with parties on the supply of meeting materials such as stationary, documents … etc.

Perform routine image recording for company main events, organize images files & galleries albums.