Administrative Specialist

PT LKI Machinery Indonesia; Kota Semarang; On-site; IDR 66,960,000 - 111,600,000; Full time

Job summary

PT LKI Machinery Indonesia seeks an experienced Office & GA Administrator in Semarang to support daily operations, travel, and expatriate relocation. The role covers office setup, procurement, document control, government relations, translations, and HR support, requiring a college diploma and 3+ years in GA in a multinational or manufacturing setting.

The position is on-site in Semarang with a dynamic team, offering growth opportunities and exposure to cross-border projects.

Qualifications

• Education: College diploma or above in Administration, Business Administration, Secretarial Studies, Business Management or related field.
• Experience: 3+ years in administrative or GA, multinational or manufacturing preferred.
• Language: Fluent in Bahasa Indonesia and English (written and spoken).
• Skills: Proficient in Microsoft Office; strong organizational, coordination, communication and multitasking abilities.
• Others: Detail-oriented, confidential, ability to work independently.

Responsibilities

• Assist in setting up the new office, follow up on renovation progress, supervise the construction site, and coordinate with contractors and suppliers.
• Manage the procurement, inventory and daily maintenance of office supplies and equipment.
• Oversee daily office operations (utilities, cleaning, security, network and communications) to maintain a safe and tidy workplace.
• Manage company vehicle scheduling, usage records and maintenance.
• Travel & Visitor Reception: arrange itineraries for HQ staff and client visits, including flights, hotels and local transportation; coordinate meetings and provide reception support.
• Expatriate Visa & Relocation Support: process visas and work permits; liaise with government authorities; assist with accommodations and onboarding for expatriates.
• Government Relations & Documentation: maintain daily contact with authorities and handle administrative compliance; filing system maintenance.
• Daily Administration & Cross-department Support: assist HR with attendance and documentation; translate as needed; handle daily correspondence and expense reimbursements; perform other admin duties.

Skills

Microsoft Office

Coordination

Communication

Multitasking

Education

College diploma or above in Administration/Business/Secretarial Studies/Business Management

Job description

• Assist in setting up the new office, follow up on renovation progress, supervise the construction site, and coordinate with contractors and suppliers.
• Manage the procurement, inventory and daily maintenance of office supplies and equipment.
• Oversee daily office operations (utilities, cleaning, security, network and communications) to maintain a safe and tidy workplace.
• Manage company vehicle scheduling, usage records and maintenance.

2. Travel & Visitor Reception

• Arrange itineraries for HQ staff and client visits, including flights, hotels, meals, airport transfers and local transportation.
• Coordinate meetings, site visits and business activities during visits, and provide reception support.
• Assist with travel expense reimbursement and related documentation.

3. Expatriate Visa & Relocation Support

• Process visas (VITAS/KITAS) and work permits (IMTA/RPTKA) for expatriate employees.
• Liaise with government authorities such as the Immigration Office and the Ministry of Manpower, follow up on approvals, and ensure full compliance.
• Assist with accommodation arrangements and onboarding support for expatriates (SIM card, bank account, driving license conversion, etc.).

4. Government Relations & Documentation

• Maintain daily communication with government authorities and handle compliance-related administrative matters.
• Establish and maintain the company's document filing system (physical and electronic).

5. Daily Administration & Cross-department Support

• Assist HR with administrative tasks (attendance statistics, employee activity organization, document filing, etc.).
• Handle meeting arrangements, minutes taking, and provide translation and communication support in Chinese-English / Chinese-Indonesian as needed.
• Handle daily correspondence, calls and visits; record and reimburse basic company expenses (petty cash, bills, etc.).
• Perform other administrative duties assigned by superiors.

Job Requirements

• Education: College diploma or above in Administration, Business Administration, Secretarial Studies, Business Management or a related field.
• Experience: 3+ years of administrative or General Affairs (GA) experience; experience in multinational companies or manufacturing is preferred.
• Language: Fluent in Bahasa Indonesia and English (written and spoken).
• Skills: Proficient in Microsoft Office (Word, Excel, PowerPoint); strong organizational, coordination, communication and multitasking skills.
• Others: Detail-oriented and responsible, with a strong sense of confidentiality and the ability to work independently.