Administrative Executive and Office Support

PT Barry Callebaut Indonesia; Pluit; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading company in food production located in Kelapa Gading is seeking an Administrative Executive to support the Managing Director and the commercial sales team. The role involves handling executive tasks, event management, office support, and assisting in sales operations. Ideal candidates will have a Bachelor's degree, relevant experience, and proficiency in Business English, Microsoft, and Google applications.

Qualifications

• Minimum 3 years of experience in Secretarial/Office Administration/Facilities Management.
• Customer-oriented attitude.
• Ability to work independently and partner with stakeholders.

Responsibilities

• Provide executive support to the Managing Director.
• Manage calendar and appointments for the leader.
• Organize and coordinate events and meetings.

Skills

Business English

Microsoft applications

Google applications

SAP

Time management

Relationship building

Proactive mindset

Independent work

Education

Bachelor's degree

Job description

Administrative Executive and Office Support

The role is responsible for providing executive support to the Managing Director and operational support to the commercial sales team. It involves managing day-to-day executive tasks, event management, office support, and contributing to sales operations through data management, systems coordination, and analytical support. The position is located in Kelapa Gading.

Responsibilities

• Expense Management – support the respective leader in expense approvals, data entry, and related activities.
• Travel Management – arrange travel, accommodation, and logistics in partnership with vendors, including handling changes and troubleshooting.
• Visa and Embassy Liaison – manage visa related matters and provide guidance to the leader.
• Emergency Support – assist with flight cancellations and ensure timely arrangements.
• Corporate Hotel Negotiation – propose rates, upload to the Global Approved Hotel List, and coordinate with vendors.
• Calendar Management – handle the leader’s calendar, appointments, and block time for events.
• Administrative Support – provide secretarial assistance, correspondence preparation, office management, and document signing.
• Approval Management – monitor SAP approval lists and notify when action is required.
• File Management – maintain records for the Managing Director per company protocols.
• Event Management – organize and coordinate assigned events and meetings both onsite and offsite.
• Office Management – oversee end‑to‑end office operations in Jakarta.
• Commercial Support – assist with administrative/logistics requirements for customer meetings and activations.
• Customer Support/Logistics – resolve daily customer queries, refer complex issues to the Sales Manager, and maintain high satisfaction levels.
• Document Coordination – manage requests for certificates, specification sheets, and product queries; submit to QA after Salesforce input.
• Sample Request Coordination – receive sample requests, obtain approvals, check stock, arrange shipment, and troubleshoot stock shortages.
• Sales Administration – monitor the status of sales admin activities, identify improvement opportunities, and adapt procedures to enhance team performance.

Qualifications

• Bachelor's degree in any major.
• At least 3 years of relevant experience in Secretarial/Office Administration/Facilities Management with a customer‑oriented attitude.
• Proficient in Business English.
• Proficient in Microsoft applications, Google applications, and SAP.
• Proactive and resourceful mindset.
• Strong relationship‑building skills and collaborative approach.
• Ability to work independently and partner with stakeholders at all levels.
• Excellent time‑management, prioritization, and urgency response.
• Demonstrated hospitality and empathy in understanding others’ perspectives.
• Can‑do attitude and agility to changing environments and tasks.

Location: Kelapa Gading

Willing to be employed under a third‑party contract arrangement.