Administration Operations Coordinator

PT Dinamika Proses Fluiteq; Jakarta Utara; On-site; IDR 133,920,000 - 178,560,000; Full time

Job summary

PT Dinamika Proses Fluiteq Indonesia is seeking an experienced Administration & Operations Coordinator to support our growing operations in Indonesia and Malaysia. You will manage day-to-day office administration, coordinate with engineers and suppliers, and ensure accurate records across locations.

The role involves handling quotations, POs, DOs, invoices, inventory control, and logistics for projects, while working closely with our team in Malaysia.

Qualifications

• Previous experience in administration, operations coordination or similar.
• Highly organised and able to handle multiple tasks.
• Experience preparing commercial documents such as quotations, invoices, PO and DO.
• Proficient with Microsoft Excel, Word and general office applications.
• Strong written and spoken Bahasa Indonesia and English.
• Willing to work across Indonesia and Malaysia and support teams remotely as needed.

Responsibilities

• Manage day-to-day office administration and maintain proper company records and documentation.
• Prepare and manage quotations, Purchase Orders (PO), Delivery Orders (DO), invoices and other commercial documentation.
• Coordinate with customers, suppliers, principals and the Malaysia office on quotations, orders, deliveries and project requirements.
• Maintain accurate Indonesia inventory and stock records, including equipment, chemicals, consumables and project materials.
• Provide engineers with up-to-date information on local stock availability and coordinate replenishment or movement of equipment and materials.
• Coordinate project logistics, including preparation and mobilisation of equipment and materials for customer projects across Indonesia.
• Arrange local transportation, courier/freight, accommodation and other logistical requirements when required.
• Maintain project documentation and assist engineers with administrative requirements before, during and after field activities.
• Follow up with customers and suppliers on outstanding documentation, deliveries and commercial matters.
• Support basic HR administration, attendance, leave records and employee documentation as the Indonesia team expands.

Skills

Organised

Coordination

Microsoft Excel

Microsoft Word

Inventory management

Communication skills

Bahasa Indonesia

English

Job description

We are looking for an experienced, organised and proactive Administration & Operations Coordinator to support our growing operations in Indonesia and Malaysia. As one of our first team members in Indonesia, you will play an important role in establishing and supporting our day-to-day administrative and operational activities locally, while acting as a key administrative bridge between our Indonesia operations and our established team in Malaysia.

This is not purely a desk-based administrative position. We are looking for someone who is comfortable taking ownership, coordinating with engineers and suppliers, keeping track of equipment and inventory, preparing documentation, and ensuring operational requirements are followed through.

Initial training and familiarisation will be provided at our headquarters in Malaysia, where the successful candidate will work with the relevant administration, finance and operations teams to understand our systems, documentation processes and ways of working.

Key responsibilities

Manage day-to-day office administration and maintain proper company records and documentation.

Prepare and manage quotations, Purchase Orders (PO), Delivery Orders (DO), invoices and other commercial documentation.

Coordinate with customers, suppliers, principals and the Malaysia office on quotations, orders, deliveries and project requirements.

Maintain accurate Indonesia inventory and stock records, including equipment, chemicals, consumables and project materials.

Provide engineers with up-to-date information on local stock availability and coordinate replenishment or movement of equipment and materials.

Coordinate project logistics, including preparation and mobilisation of equipment and materials for customer projects across Indonesia.

Arrange local transportation, courier/freight, accommodation and other logistical requirements when required.

Maintain project documentation and assist engineers with administrative requirements before, during and after field activities.

Follow up with customers and suppliers on outstanding documentation, deliveries and commercial matters.

Support basic HR administration, attendance, leave records and employee documentation as the Indonesia team expands.

About you

Previous experience in administration, operations coordination, sales administration, procurement or a similar role.

Highly organised and comfortable handling several tasks and projects simultaneously.

Experience preparing commercial documents such as quotations, invoices, PO and DO.

Proficient in Microsoft Excel, Word and general office applications.

Able to maintain accurate inventory and documentation records.

Comfortable communicating with customers, suppliers and colleagues across different locations.

Good written and spoken Bahasa Indonesia and English.

Proactive and able to work independently with limited supervision.

Willing to take ownership and follow matters through to completion.

Experience supporting engineering, oil & gas, energy, industrial services or technical companies would be an advantage.

About us

PT Dinamika Proses Fluiteq Indonesia / dP Fluiteq Group operates in Indonesia and Malaysia, providing administration and operations support across multiple locations.