Administration Assistant

PT Bimatekno Karyatama Konsultan; Jakarta Selatan; On-site; IDR 50,220,000 - 72,540,000; Full time

Job summary

Beca is seeking an Administration Assistant to provide comprehensive administrative, workforce coordination, and financial support to the Section Manager and team. This role is ideal for an early-career professional or fresh graduate aiming to build administrative and coordination skills in a dynamic environment.

The successful candidate will handle day-to-day admin tasks, assist with onboarding/offboarding, coordinate meetings, prepare reports, and support resource planning.

Qualifications

• Diploma (D3) in Secretarial Studies, Business Administration or related discipline.
• Fresh graduates are encouraged to apply.
• Experience in administration or secretarial support is advantageous.
• Experience supporting managers and multidisciplinary teams preferred.
• Experience with resource administration, timekeeping, invoicing, or related processes advantageous.

Responsibilities

• Provide day-to-day admin support to the Section Manager and team.
• Coordinate meetings, take minutes, maintain records.
• Assist onboarding/offboarding and training sessions.
• Prepare reports, presentations, and business documents.
• Support resource planning and staffing coordination.
• Monitor attendance, leave, and overtime submissions.
• Process expense claims and invoicing.
• Liaise with internal support functions as admin contact.

Skills

Organizational skills

Attention to detail

Communication skills

MS Office

Education

Diploma (D3) in Secretarial Studies

Tools

MS Office

Job description

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.

About Beca

Belong at Beca and make everyday better. Hello! And welcome to a whole new world of possibilities with Beca. We hope you're as keen as we are to find out more about each other. We look forward to seeing your application. The Talent Acquisition Team Make everyday better Creative people together transforming our world' is our vision. It reflects our culture, our aspirations and our purpose - to make everyday better. But we need problem solvers - the makers, the creators, the planners and practitioners to convert ideas into reality. For over 100 years, we've been making a visible difference, developing, and delivering solutions for our clients, our people and our community. Focusing on sustainability, innovation, and digital technologies, to create better and safer outcomes. What makes us different? At Beca, our people are our business. We support curiosity and value great ideas, and are passionate about creating a workplace where people are engaged, feel incredible and can belong. Our employee-ownership model sets us apart. It's an opportunity for our people to be invested in the future success of our business, with share ownership available for eligible employees. We also offer a range of employee benefits, designed to reward and recognise the amazing things our people are doing everyday. And our values of partnership, tenacity, enjoyment and care are reflected in the way we work, with our people and with our clients. When you are part of our Beca family, you'll own your own career path and contribute to a legacy. Join us and discover for yourself how you own your career and can make a everyday better.