Administrative Assistant

PT VPS ELEKTRONIKA INDONESIA; Jakarta Selatan; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A prominent technology company in Jakarta Selatan is seeking an experienced Administrative Assistant to manage office operations. Responsibilities include handling communications, organizing meetings, and maintaining records. The ideal candidate should be proficient in Indonesian and Chinese Mandarin, skilled in MS Office, and possess strong organizational and communication abilities. This role requires a detail-oriented person who is ready to support administrative functions effectively.

Qualifications

• Proficient in Indonesian and Chinese Mandarin communication.
• Skilled in MS Office and collaboration tools.
• Detail-oriented with strong sense of confidentiality.

Responsibilities

• Manage incoming/outgoing calls, visitors, emails, and courier.
• Organize meetings and business travel.
• Draft and review official documents and maintain filing systems.
• Assist with resume screening and interview scheduling.

Skills

Proficient Indonesian communication

Proficient Chinese Mandarin writing

Detail-oriented

Communication and coordination

Customer-oriented

Tools

MS Office (Word, Excel, PowerPoint)

OA/collaboration tools

Job description

Administrative Assistant Job Description/行政助理职位描述

Responsibilities/工作职责

• Manage incoming/outgoing calls, visitors, emails, and courier; maintain the office environment and facilities; plan and control office supplies procurement and inventory.
• Organize meetings and business travel (reserve venues, prepare agendas and materials, book flights/hotels, provide visa and reimbursement support); produce meeting minutes and track action items.
• Draft and review official documents, reports, notices, and speeches; maintain filing systems and records with proper version control and confidentiality.
• Assets, Procurement, and Expenses / 进入正文中的重复段落; 起草和审核官方文件、报告、通知及演讲稿；维护档案系统和记录，并做好适当的版本控制和保密工作。
• Manage fixed assets (registration, allocation, inventory, and disposal); maintain office equipment (e.g., printers, copiers, projectors) and IT accounts/access cards/desks.
• Conduct vendor sourcing, price comparison, and contract execution; perform goods receipt and acceptance; uphold service standards and SLAs; execute the administrative budget and expense reimbursement processes to ensure compliance and accuracy.
• HR and Recruitment Support (as applicable)
• Assist with resume screening and interview scheduling; handle onboarding/offboarding procedures; maintain personnel files and attendance records; support employee relations and activities.
• Provide support for performance and payroll data preparation and verification (if applicable).
• Compliance, Safety, and Logistics (for industrial park/project settings)
• Liaise with property/industrial park management to implement fire safety, security, and emergency routines; manage dormitories, canteens, vehicles, and drivers/fleet (if applicable).
• Assist with visa and immigration document preparation; coordinate on‑site procurement and requisition; perform data entry and reporting.
• Cross‑cultural Communication and HQ Coordination
• Act as a bridge across functions and regions to ensure consistency in administrative standards and processes between HQ, regional offices, and projects; enhance employee experience and the quality of external visitor reception.

Qualifications and Competencies/资格与能力

• Language Skills: Proficient Indonesian and Chinese Mandarin communication and writing skills.
• Office and Systems: Skilled in MS Office (Word, Excel, PowerPoint) and OA/collaboration tools; capable of data entry, reporting, and presentation production.
• Soft Skills: Detail‑oriented, strong sense of confidentiality, communication and coordination, multi‑tasking and prioritization, problem analysis and resolution, customer‑oriented.
• Others (as applicable): Valid driver’s license, willingness to travel or be stationed onsite, and event planning and execution experience are advantageous.