Administrative Support Operation

Cotecna; Dumai; On-site; IDR 89,280,000 - 133,920,000; Full time

Job summary

Cotecna is seeking an Administrative Support for the Dumai Branch to ensure smooth daily administrative and operational activities. The role emphasizes accurate documentation, information flow between teams and clients, and timely preparation of inspection reports and related documents.

Ideal candidates have 2–4 years in admin/ops support, proficiency in English and Bahasa Indonesia, and strong Microsoft Office skills to contribute to compliance with Cotecna's quality management standards.

Qualifications

• Minimum 2–4 years in administrative or operational support roles; TIC or Agriculture experience is a plus.
• Diploma or Bachelor's Degree in Business Administration, Management, or related field.
• Proficient in Microsoft Office and familiar with administrative documentation processes.
• Strong organizational, communication, and multitasking skills with excellent attention to detail.
• Good command of both English and Bahasa Indonesia.

Responsibilities

• Review inspection orders, client nominations, and Scope of Work (SOW) to ensure completeness and operational readiness.
• Monitor field operations and verify survey documentation to maintain data accuracy.
• Prepare and issue inspection reports, Certificates of Analysis (COA), Certificates of Weight (COW), and other required documents.
• Coordinate with surveyors, clients, and internal departments to ensure smooth operational execution and timely information flow.
• Handle customer inquiries, emails, and administrative correspondence professionally.
• Maintain digital and physical records of operational documents in accordance with company procedures.
• Support operational reporting, invoicing documentation, and other administrative activities as required.
• Perform other duties assigned by the Branch Manager or Management.

Skills

Organizational skills

Communication

Attention to detail

Multitasking

Education

Diploma or Bachelor's Degree in Business Administration

2–4 years administrative/operational support experience

English and Bahasa Indonesia proficiency

Tools

Microsoft Office Suite

Job description

Mission of the Role

The Administrative Support is responsible for ensuring the smooth execution of daily administrative and operational activities within the Dumai Branch. This role provides critical support to inspection operations by maintaining accurate documentation, coordinating information flow between internal teams and clients, monitoring operational progress, and ensuring timely preparation of inspection reports and related documents.

By maintaining high standards of data accuracy, document control, and administrative efficiency, this position contributes to operational excellence, customer satisfaction, and compliance with Cotecna's quality management standards.

Key Responsibilities

• Review inspection orders, client nominations, and Scope of Work (SOW) to ensure completeness and operational readiness.
• Monitor field operations and verify survey documentation to maintain data accuracy and prevent reporting backlogs.
• Prepare and issue inspection reports, Certificates of Analysis (COA), Certificates of Weight (COW), and other required documents.
• Coordinate with surveyors, clients, and internal departments to ensure smooth operational execution and timely information flow.
• Handle customer inquiries, emails, and administrative correspondence professionally.
• Maintain digital and physical records of operational documents in accordance with company procedures.
• Support operational reporting, invoicing documentation, and other administrative activities as required.
• Perform other duties assigned by the Branch Manager or Management.

Qualifications, Experience and Technical Skills

• Diploma or Bachelor's Degree in Business Administration, Management, or a related discipline.
• Minimum 2–4 years of experience in administrative or operational support roles; experience in the Inspection, Testing, Certification (TIC) or Agriculture industry is an advantage.
• Proficient in Microsoft Office applications and familiar with administrative documentation processes.
• Strong organizational, communication, and multitasking skills with excellent attention to detail.
• Good command of both English and Bahasa Indonesia.