Administrative Assistant

YIZUMI; Surabaya ꦱꦸꦫꦧꦪ; On-site; IDR 223,200,000 - 357,120,000; Full time

Job summary

YIZUMI Indonesia is seeking an experienced administrator to support the Surabaya-based subsidiary’s daily operations. The role covers liaison with HQ, data gathering, and HR/admin support to ensure smooth workflow across functions.

Responsibilities include handling import/export documentation, warehouse inventory, system implementations, and supplier coordination. Fluency in Bahasa Indonesia and English/Mandarin is preferred.

Qualifications

• Bachelor’s degree or above in a related discipline.
• At least 3 years in administration, HR support, general affairs, procurement, logistics, inventory, or import/export operations.
• Proficient in Microsoft Office and able to prepare reports and maintain records independently.
• Basic knowledge of procurement, inventory, logistics and import/customs documentation.
• Able to learn and operate internal systems and provide basic guidance to colleagues.
• Native or fluent Bahasa Indonesia, with working proficiency in Mandarin or English.
• Honest, reliable and able to maintain confidentiality.
• Strong learning agility and adaptability for cross-functional tasks.

Responsibilities

• Liaise with HQ and departments to manage daily admin for the Indonesian subsidiary.
• Assist in collecting and organizing market data and business information.
• Handle import/export customs clearance, coordinating with logistics providers and agents.
• Support admin and HR processes, SOPs, and internal policies.
• Manage goods entering/leaving the warehouse and maintain inventory records.
• Assist in establishing systems and training colleagues on new tools.
• Source and manage suppliers for office and warehouse needs.

Skills

MS Office

Bahasa Indonesia

Mandarin or English

Discretion

Adaptability

Cross-functional

Education

Bachelor’s degree

Tools

ERP System

Procurement software

Inventory software

Excel

Job description

Responsibilities

• 1. Liaise with the headquarters and relevant internal departments, handle the Indonesian subsidiary’s daily administrative and general affairs, and ensure the smooth implementation of relevant work arrangements.
• 2. Assist in collecting, organising and maintaining Indonesian market data and relevant business information.
• 3. Handle the subsidiary’s import and export customs clearance matters, including checking relevant customs documentation and coordinating with logistics providers, customs agents and other relevant parties to ensure the smooth arrival, customs clearance and delivery of goods.
• 4. Handle the subsidiary’s administrative and human resources-related work and support the implementation of relevant internal policies, procedures and SOPs.
• 5. Manage the registration and records of goods entering and leaving the subsidiary’s warehouse, maintain accurate inventory and goods movement records, and support other relevant warehouse management activities.
• 6. Assist in establishing and implementing the systems required for the subsidiary’s operations, support the launch of new systems, and provide guidance or training to new colleagues on the use of existing systems.
• 7. Assist in sourcing and managing suppliers required for the subsidiary’s operations, including the procurement of goods and services for office and warehouse operations and ongoing supplier coordination.

Qualifications

• Bachelor’s degree or above, preferably in Business Administration, Human Resources Management, Finance, Supply Chain Management, Logistics, Marketing, Languages, International Trade or a related discipline.
• At least 3 years of relevant experience in administration, HR support, general affairs, procurement, logistics, inventory management or import/export operations. Experience in a manufacturing company is preferred.
• Proficient in Microsoft Office, particularly Excel, Word and PowerPoint, and able to prepare reports, maintain records and manage administrative documents independently.
• Basic knowledge of procurement, inventory management, logistics and import/customs documentation is preferred; able to check documents and maintain accurate records.
• Able to learn and operate internal business systems, implement SOPs and provide basic system guidance to colleagues.
• Native or fluent proficiency in Bahasa Indonesia, with working proficiency in either Mandarin Chinese or English.
• Honest, reliable and able to maintain confidentiality when handling company and employee information.
• Strong learning agility and adaptability, with the ability to handle cross-functional administrative and operational tasks.