Administration Assistant

Beca; Jakarta Pusat; Hybrid; IDR 66,960,000 - 111,600,000; Full time

Job summary

Beca in Jakarta, Indonesia is seeking an Administration Assistant to provide comprehensive administrative, workforce coordination, and financial support to the Section Manager and the wider team. You will help ensure smooth operation of the section through meticulous documentation and responsive coordination.

The ideal candidate is a fresh graduate with a D3 Diploma in Secretarial Studies or related discipline, familiar with MS Office, and capable of managing meetings, reports, timekeeping,

Qualifications

• Diploma (D3) in Secretarial Studies, Business Administration, Office Management, Management, Accounting, or related discipline.
• Fresh graduates are encouraged to apply.
• Experience in administration, secretarial support, office management, project administration or similar roles is advantageous.
• Experience supporting managers and multidisciplinary teams is preferred.
• Experience with resource administration, timekeeping, expense claims, invoicing, or related administrative processes is advantageous.
• Experience in engineering consultancy, construction, or professional services environment desirable but not essential.

Responsibilities

• Provide day-to-day administrative support to the Section Manager and section team.
• Coordinate meetings, prepare meeting minutes, and maintain section records and documentation.
• Support onboarding, offboarding, training sessions, and other section activities.
• Assist in the preparation of reports, presentations, correspondence, and other business documents.
• Support resource planning and staffing coordination activities.
• Maintain resource allocation records, staffing trackers, and related workforce information.
• Monitor and maintain staff attendance, leave records, and overtime submissions.
• Assist in the preparation of section workforce and resource reports.
• Process and monitor section-related expense claims; assist invoicing and other administrative financial processes.
• Coordinate with project teams, Finance, and other stakeholders to ensure timely submission of supporting documentation.
• Maintain accurate records of section expenditures and administrative transactions.
• Liaise with internal support functions to facilitate the effective operation of the section.
• Act as a key administrative contact for section-related matters.

Skills

Organizational skills

Attention to detail

Communication skills

Microsoft Office

Time management

Team collaboration

Education

D3 Secretarial Studies

D3 Business Administration

D3 Office Management

D3 Accounting

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

Teams

Job description

## Administration AssistantApply: Jakarta, Indonesia: Full time: Posted Today: JR102368# **The Opportunity**We are seeking a highly organized and detail-oriented **Administration Assistant** to provide comprehensive administrative, workforce coordination, and financial support to the Section Manager and wider team.This role is ideal for an early-career professional or fresh graduate looking to develop their administrative and coordination skills in a dynamic and collaborative environment. The successful candidate will play a key role in ensuring the efficient operation of the section through effective administration, resource coordination, and stakeholder support. # **Key Responsibilities**Section Administration* Provide day-to-day administrative support to the Section Manager and section team.* Coordinate meetings, prepare meeting minutes, and maintain section records and documentation.* Support onboarding, offboarding, training sessions, and other section activities.* Assist in the preparation of reports, presentations, correspondence, and other business documents.Resource and Workforce Coordination* Support the Section Manager with resource planning and staffing coordination activities.* Maintain resource allocation records, staffing trackers, and related workforce information.* Monitor and maintain staff attendance, leave records, and overtime submissions.* Assist in the preparation of section workforce and resource reports.Financial Administration* Process and monitor section-related expense claims.* Assist with invoicing and other administrative financial processes.* Coordinate with project teams, Finance, and other stakeholders to ensure timely submission of supporting documentation.* Maintain accurate records of section expenditures and administrative transactions.General Support* Liaise with internal support functions to facilitate the effective operation of the section.* Act as a key administrative contact for section-related matters.* Undertake other duties as reasonably required to support the Section Manager and the wider team. # **About you*** Diploma degree (D3) in Secretarial Studies, Business Administration, Office Management, Management, Accounting, or a related discipline. Fresh graduates are encouraged to apply.* Previous experience in administration, secretarial support, office management, project administration, or a similar role will be an advantage.* Experience supporting managers and multidisciplinary teams is preferred.* Experience with resource administration, timekeeping, expense claims, invoicing, or related administrative processes will be advantageous.* Experience in an engineering consultancy, construction, or professional services environment is desirable but not essential. # **Skills and Competencies*** Strong organizational and coordination skills.* Strong attention to detail, accuracy, and record management.* Good interpersonal, verbal, and written communication skills.* Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, Outlook, and Teams.* Ability to manage multiple priorities and meet deadlines.* Ability to work effectively both independently and as part of a team.* Ability to maintain confidentiality and handle sensitive information professionally.