Administrative Assistant

PT YFEC Karya Solusi; Kebayoran Baru; On-site; IDR 55,000,000 - 75,000,000; Full time

Job summary

PT YFEC Karya Solusi seeks an Administrative Assistant to provide day-to-day support at the Jakarta office. You will manage attendance, OT records, procurement, and documentation across Google Drive and Notion.

The role requires a D3 in Administration or related field with 1–2 years in admin/ops. English proficiency is preferred for coordination with Singapore HQ and documents.

Qualifications

• 1–2 years of experience in administrative, operations support, or office management roles.
• Experience in construction, project-based, or field-operations environments preferred (familiarity with site-linked admin tasks such as Daily Job Sheets, attendance trackers, or photo reports is an advantage)
• Experience handling procurement/material requests or basic inventory management is a plus
• High attention to detail and accuracy, particularly for attendance, OT, and expense records
• Strong organizational skills with ability to manage multiple recurring administrative cycles (daily, weekly, monthly)
• At least intermediate English preferred (for coordination with Singapore HQ/documents)

Responsibilities

• Log and maintain daily staff attendance records and leave management
• Record and track overtime hours accurately in accordance with company policy
• Use the HR clock-in/out system as the system of record; Zoom/WhatsApp records are backup/exception evidence only
• Ensure OT entries are captured and routed for approval per SOP (OT must be pre-approved)
• Perform end-of-day data entry for project execution tracking as assigned (e.g., Daily Job Sheet/attendance/photo report trackers), maintaining consistency and completeness
• Support scheduling, correspondence, and ad-hoc administrative tasks assigned
• Process material requests and coordinate sourcing and procurement of required items
• Maintain and update the company's inventory list on a regular basis
• Scan, organize, and maintain digital filing systems, including document management via Google Drive/Notion
• Follow the Knowledge HUB filing taxonomy so documents are retrievable and audit-ready

Skills

Attention to detail

Organizational skills

English (Intermediate)

Coordination

Administrative support

Documentation management

Education

D3 in Administration / Secretarial / Business Management

Bachelor's degree (S1) considered a plus

Tools

Google Drive

Notion

HR clock-in/out system

Job description

The Administrative Assistant provides essential day-to-day administrative and operational support to the Jakarta office. This role is responsible for maintaining attendance records, coordinating material requests, supporting Finance/HR administration, and maintaining accurate documentation across multiple platforms.

Key responsibilities

Log and maintain daily staff attendance records and leave management

Record and track overtime hours accurately in accordance with company policy

Use the HR clock-in/out system as the system of record; Zoom/WhatsApp records are backup/exception evidence only

Ensure OT entries are captured and routed for approval per SOP (OT must be pre-approved)

Perform end-of-day data entry for project execution tracking as assigned (e.g., Daily Job Sheet/attendance/photo report trackers), maintaining consistency and completeness

Support scheduling, correspondence, and ad-hoc administrative tasks assigned

Process material requests and coordinate sourcing and procurement of required items

Maintain and update the company's inventory list on a regular basis

Scan, organize, and maintain digital filing systems, including document management via Google Drive/Notion

Follow the Knowledge HUB filing taxonomy so documents are retrievable and audit-ready

About you

Minimum D3 (Diploma) in Administration, Secretarial, Business Management, or related field; S1 is a plus

Minimum 1–2 years of experience in an administrative, operations support, or office management role

Prior experience in construction, project-based, or field-operations environments preferred (familiarity with site-linked admin tasks such as Daily Job Sheets, attendance trackers, or photo reports is an advantage)

Experience handling procurement/material requests or basic inventory management is a plus

High attention to detail and accuracy, particularly for attendance, OT, and expense records

Strong organizational skills with ability to manage multiple recurring administrative cycles (daily, weekly, monthly)

At least intermediate English preferred (for coordination with Singapore HQ/documents)