Project Administrative and Operations Staff - Kuta, Bali

MidPlaza Holding; Provinsi Bali; On-site; USD 30,000 - 60,000; Full time

Job summary

An established industry player is on the lookout for a proactive Project Administrative and Operations Staff to enhance project management efficiency. This role is crucial in ensuring smooth project operations through effective administrative support and coordination. You will manage correspondence, assist with daily tasks, and maintain organized workflows, all while facilitating communication among stakeholders. If you thrive in a dynamic environment and are passionate about contributing to project success, this opportunity offers a chance to make a significant impact within a diverse and innovative company.

Qualifications

• Proven experience in project administration and support.
• Strong organizational skills and attention to detail.

Responsibilities

• Manage project correspondence and ensure timely distribution.
• Assist Project Manager with daily administrative tasks.
• Organize project site documents and maintain good relations with external parties.

Skills

Project Management

Administrative Support

Communication Skills

Organizational Skills

General Affairs Management

Education

Bachelor's Degree in Business Administration

Diploma in Project Management

Job description

Company Description: Founded in the 1980s, MidPlaza started out with the tower that gave us our name, MidPlaza 1, in Jakarta's central business district. Since then, we’ve become about so much more. Today, MidPlaza Holding is a diversified company recognized for innovation, integrity, and dependability. It encompasses some of the most recognized brands in Indonesia and internationally across Property, Hospitality, IT, and Agribusiness, leveraging synergies to offer greater value to our customers. Our guiding philosophy, the PILAR, reflects our commitment to listening to our people—employees and customers alike—to create innovative, quality solutions and achieve high customer satisfaction. Our team is passionate about service and maximizing synergies within the group, strengthening our business units and evolving to remain industry leaders.

Job Description:

MidPlaza Holding is seeking a skilled and proactive Project Administrative and Operations Staff to support our project management team. In this role, you will ensure projects run smoothly by providing administrative support and coordinating operational activities. Your contributions will be vital in maintaining organized workflows and facilitating effective communication among stakeholders.

Responsibilities

1. Manage project correspondence (letters, emails, invoices, etc.) according to company procedures.
2. Ensure timely distribution of correspondence.
3. Assist the Project Manager/Admin Coordinator with daily administrative tasks.
4. Keep all backup data stored properly and easily accessible.
5. Handle General Affairs tasks for the project department (e.g., purchasing supplies, booking vehicles, arranging meetings).
6. Support business travel administration for the project team.
7. Prepare correspondence such as Purchase Requests (PR), Site Instructions (SI), memos, and other forms for the site.
8. Create schedules and coordinate meetings with internal and external teams (contractors).
9. Take notes and prepare Minutes of Meeting (MoM) for project meetings.
10. Organize project site documents following company procedures, including drawings, permits, and meeting minutes.
11. Ensure timely distribution of project documents and information at the site.
12. Ensure all backup data is properly stored and accessible when needed.
13. Assist the Project/Construction Manager with daily administrative tasks.
14. Support General Affairs tasks as needed.
15. Complete project licensing documents not handled by consultants and maintain good relations with external parties (local government, police, etc.).
16. Handle correspondence with government and private institutions.
17. Update supervisors on licensing process statuses.
18. Manage vehicles and accommodations, including maintenance for project needs.
19. Oversee operational needs (petty cash) and logistics for the project.