Administration Officer, Corporate Services (Indonesia)

The Palladium Group; Jakarta Pusat; On-site; IDR 66,960,000 - 133,920,000; Full time

Job summary

Palladium Indonesia is seeking an Administration Officer, Corporate Services to provide day-to-day administrative and operational support for the Jakarta office. The role focuses on maintaining a well-organised, welcoming office environment and coordinating reception, mail, supplies, and facilities in a non-hybrid, on-site setting.

You will work with the Corporate Services and Finance teams to manage vendors, travel, invoicing, and basic financial administration while ensuring safety procedures

Qualifications

• Bachelor’s degree in business administration, management, finance, hospitality or related field.
• Experience in office administration, corporate services or facilities coordination.
• Experience coordinating multiple administrative and logistical requirements in a busy office.
• Experience working with vendors and external service providers.
• Experience supporting travel, procurement, invoicing or basic financial administration is desirable.
• Experience in international organisations or complex environments is a plus.

Responsibilities

• Support day-to-day operation of Palladium Indonesia office to maintain a professional, welcoming environment.
• Manage reception, greet visitors and respond to general inquiries.
• Coordinate couriers, mail and deliveries.
• Monitor office supplies and procurement of stationery, kitchen supplies and consumables.
• Maintain records of office furniture, equipment and assets.
• Coordinate routine office maintenance and utilities with building management.
• Maintain vendor database and onboarding of vendors per Palladium policies.
• Coordinate establishment and renewal of vendor agreements.
• Monitor service quality and escalate issues as needed.
• Coordinate travel arrangements for employees, consultants and visitors.
• Arrange flights, accommodation and local transport per travel policies.
• Review invoices for completeness and accuracy and assist with payments.
• Liaise with Finance and Accounts Payable for timely processing of payments.
• Provide basic workplace health, safety inductions and safety information.
• Maintain emergency contacts and safety procedures information.
• Coordinate visits by Palladium senior leadership and other personnel.

Skills

Office administration

Vendor coordination

Travel coordination

Attention to detail

Communication

Education

Bachelor’s degree or equivalent

Job description

• This is a full-time and ongoing role
• To be considered for this position, you must have valid work rights in Indonesia. Please note that visa sponsorship is not available for this role.

TheOpportunity
The Administration Officer, Corporate Services isresponsible for providing timely, efficient and responsive day-to-dayadministrative and operational support to the Palladium Indonesia office.

The role supports the smooth functioning of theoffice by coordinating office administration, facilities, travel and logistics,vendors and service providers, basic financial administration, workplace safetyand security, and support for visiting senior leaders. The AdministrationOfficer will work closely with the broader Corporate Services and Finance teamsto ensure the office remains well organised, safe, professional and conduciveto effective working. This role does not qualify for hybrid working andrequires the position holder to be in the office.
This is an office-based position and is noteligible for hybrid or remote working arrangements. The position holder isexpected to work from the Palladium Indonesia office during their normalworking hours, as the role requires regular on-site coordination of officefacilities, visitors, vendors and day-to-day administrative activities.

What you will do

• Support the effective day-to-day operation of the Palladium Indonesia office and maintain a professional, welcoming and well-organised working environment.
• Manage reception and front-of-office requirements, including welcoming and assisting visitors, responding to general enquiries and directing visitors to the appropriate staff member.
• Coordinate incoming and outgoing couriers, mail and deliveries.
• Monitor office supplies and coordinate the timely procurement and replenishment of stationery, kitchen supplies, beverages, cleaning materials and other office consumables.
• Maintain appropriate records and inventories of office furniture, equipment, hardware and other corporate assets, ensuring records are regularly updated.
• Coordinate routine office maintenance, repairs and utilities with building management, facilities providers and other relevant service providers.
• Maintain an up-to-date database of approved and regular vendors and service providers, including hotels, transport providers, travel agencies, couriers, catering providers, telecommunications providers, maintenance contractors, visa agents and other office service providers.
• Support the sourcing, onboarding and administration of vendors in accordance with Palladium policies and procurement requirements.
• Coordinate the establishment, renewal and administration of agreements with office vendors and service providers.
• Monitor the quality and responsiveness of services provided and elevate service issues where required.
• Coordinate official domestic and international travel for employees, consultants and authorised visitors, as required.
• Arrange flights, accommodation, airport transfers, local transport and other travel-related logistics in accordance with Palladium's travel policies and procedures.
• Liaise with Palladium's nominated travel service provider to resolve travel issues and support value for money.
• Review invoices from office vendors and service providers for completeness and accuracy and prepare the relevant documentation for approval and payment.
• Monitor recurring office and service provider costs and ensure invoices are processed in a timely manner.
• liaise with the local and regional Finance and Accounts Payable teams to facilitate timely and accurate processing of approved payments.
• Provide initial workplace health, safety and security inductions to new employees, visitors and other relevant personnel.
• Maintain and regularly update office emergency contacts, communications trees and other safety and security information.
• Ensure emergency procedures, evacuation information and relevant emergency contact numbers are clearly available and communicated to employees and visitors.
• Coordinate administrative and logistical arrangements for visits by Palladium senior leaders, including Managing Directors, Directors and other regional or global personnel.
• Coordinate travel, accommodation, local transportation, meeting schedules and other logistical requirements associated with senior leadership visits.

Whatyou will bring
Please apply if you can show evidence of:

• Bachelor's degree in business administration, management, finance, hospitality or another relevant discipline, or an equivalent combination of relevant qualifications and experience.
• Experience in office administration, corporate services, facilities coordination or a comparable administrative role.
• Demonstrated experience coordinating multiple administrative and logistical requirements in a busy office environment.
• Experience working with vendors and external service providers.
• Experience supporting travel, procurement, invoicing or basic financial administration is desirable.
• Previous experience working within an international organisation, consulting business, development organisation or similarly complex environment would be an advantage.
• Strong office administration, organisation and coordination skills, with the ability to manage competing priorities and follow tasks through to completion.
• Good knowledge of general office administration and basic financial processes, with strong attention to detail and accuracy in maintaining