Administration Assistant

PT Bimatekno Karyatama Konsultan; Jakarta Utara; On-site; IDR 66,960,000 - 111,600,000; Full time

Job summary

PT Bimatekno Karyatama Konsultan is seeking an Administration Assistant to provide comprehensive administrative, workforce coordination, and financial support to the Section Manager and wider team. This role suits a detail-oriented early-career professional looking to develop administrative and coordination skills in a dynamic environment.

You will handle day-to-day administration, coordinate meetings, onboarding/offboarding, and assist with reports and invoices while liaising with project teams

Qualifications

• Diploma or similar in Secretarial Studies, Business Admin, Office Management or related field.
• Fresh graduates are encouraged to apply.
• Experience in administration or project administration is advantageous.
• Experience supporting managers and multidisciplinary teams is preferred.

Responsibilities

• Provide day-to-day administrative support to the Section Manager and section team.
• Coordinate meetings, prepare minutes, and maintain records.
• Assist onboarding, offboarding, training, and section activities.
• Prepare reports, presentations, and other business documents.
• Support resource planning, staffing coordination, and attendance tracking.
• Assist with invoicing and expense claims, and coordinate with Finance.

Skills

Organizational skills

Coordination skills

Communication skills

Multitasking

Education

Diploma (D3) in Secretarial Studies

Tools

Excel

Word

PowerPoint

Outlook

Teams

Job description

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.

Our clients do incredible things every day. They are transforming their communities and changing lives through the structures they build, the products they manufacture, the services they provide, and the families they support. And we are right there alongside them. We are the problem-solvers – the thinkers, the creators, the planners and practitioners – who understand their vision and make things happen! We are 3000-plus professionals spread across 19 offices across the Asia Pacific.

While our experience has been a century in the making, it’s the fresh talent we are nurturing, the innovative thinking we’re developing and the connections that we are forging that get us most excited for the future

https://www.beca.com/join-our-team