Administrative Assistant/Supervisor

Glodon Indonesia; Jakarta Pusat; On-site; IDR 133,920,000 - 200,880,000; Full time

Job summary

Glodon Indonesia, based in Jakarta, seeks an Administrative & Office Operations Executive to manage the Indonesia team’s daily operations, payroll checks, GST reporting, and system administration across SharePoint, Dropbox and Salesforce. The role requires strong organization, cross-cultural communication, and familiarity with local banking processes.

You will handle insurance renewals, audit support, and employment pass processing, contributing to efficient cross-functional collaboration within

Qualifications

• Bachelor degree in Administration, Finance or related majors, with 1+ years of working experience in multinational enterprise administration, familiar with Singapore local administrative norms, GST declaration and banking processes.
• Fluent in oral and written English and know a little Mandarin, with good cross-departmental and cross-cultural communication and coordination skills.
• Proficient in Office, SharePoint, Dropbox, Salesforce and other office and business systems, able to independently complete data updates and system configuration.
• Meticulous and rigorous in work, with strong multi-tasking capability.

Responsibilities

• Manage daily administrative operations and office management for the Indonesia team, including pantry replenishment, utility accounts, mailbox management, and staff welfare.
• Conduct monthly checks on expense claims and payroll forms for Indonesia and cross-departmental teams, coordinating approvals and fund settlements.
• Complete quarterly GST report review and submission, coordinate renewal of corporate employee insurance plans, and liaise with agents for quotations and follow-up.
• Maintain system work: update SharePoint dashboards, submit bank journals on time, synchronize approval workflows via Dropbox, and handle daily checking, approvals and renewals of Salesforce orders.
• Assist in local bank business handling, including bank account applications, signature verification, and filing of payment documents.
• Coordinate with external auditors to prepare audit documents and manage outstanding payments, providing full-process audit support.

Skills

English language

Mandarin basics

Cross-departmental coordination

Attention to detail

Education

Bachelor's degree in Administration, Finance or related majors

Tools

Office

SharePoint

Dropbox

Salesforce

Job description

Glodon, headquartered in Beijing, is a digital building platform provider serving over 100 countries and regions. Its local Indonesian entity, PT. Glodon Technical Indonesia, based in Jakarta, delivers BIM 5D, Cubicost cost estimating and QuantifAI AI-powered quantity takeoff solutions to local construction and engineering clients, including Kajima Indonesia, Adhi Karya, Jaya Teknik and Ciputra, and participates in local quantity-surveying industry events.

About the Role

1. 1. Responsible for daily administrative operation and office management of the Indonesia team, including monthly pantry replenishment, office utility account setup, mailbox management, staff birthday benefits and festive welfare arrangement.
2. 2. Conduct monthly checks on expense claims and payroll forms of Indonesia and cross-departmental teams, follow up approval processes, and complete fund settlement and bank document delivery.
3. 3. Complete quarterly GST report review and submission, coordinate the renewal of corporate employee insurance plans, and communicate with agents for quotation and signing follow-up.
4. 4. Manage system work: regularly update SharePoint dashboards, submit bank journals on time, synchronize approval workflows via Dropbox, and handle daily checking, approval and renewal management of Salesforce orders.
5. 5. Assist in local bank business handling, including bank account application, signature verification, bank record update and payment document sorting and filing.
6. 6. Coordinate with external auditors to prepare audit documents and confirm outstanding payments, and provide full-process support for audit work.7. Assist in employment pass application for employees, sort out multi-dimensional sales data, and respond to other temporary administrative matters and system issues in a timely manner.

Responsibilities

1. 1. Bachelor degree in Administration, Finance or related majors, with 1+ years of working experience in multinational enterprise administration, familiar with Singapore local administrative norms, GST declaration and banking processes.
2. 2. Fluent in oral and written English and know a little bit Mandarin, with good cross-departmental and cross-cultural communication and coordination skills.
3. 3. Proficient in Office, SharePoint, Dropbox, Salesforce and other office and business systems, able to independently complete data updates and system configuration.
4. 4. Meticulous and rigorous in work, with strong multi-task man.