Executive Administrator, Commercial

PaxOcean; Batam; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A marine engineering company in Batam is seeking an Administrative Coordinator to support the Commercial Team. The role involves documentation control, meeting arrangement, and ensuring compliance and efficiency in operations. The ideal candidate has a Bachelor's degree in Business Administration, two years of relevant experience, and strong communication skills. Responsibilities include preparing meeting minutes, maintaining data, and facilitating internal communication while complying with safety regulations.

Qualifications

• Minimum of two years of experience as a Secretary or document control.
• Fluent in written and spoken English.
• Demonstrates strong professional conduct.

Responsibilities

• Prepare and circulate meeting minutes.
• Review and verify work done reports.
• Maintain HSE man-hours data.
• Facilitate internal departmental communication.
• Coordinate personnel movement arrangements.
• Carry out day-to-day clerical duties.
• Prepare monthly and ad hoc reports.
• Comply with Safety Rules and Regulations.

Skills

Communication skills

Interpersonal skills

Proficient in word processing

Time management

Education

Bachelor's degree in Business Administration or equivalent

Job description

Job Summary

The role is responsible for supporting the Commercial Team at the site office, with a primary focus on documentation control and administrative coordination to ensure compliance, accuracy, and efficiency in commercial operations.

Key Responsibilities

• Prepare and circulate meeting minutes; arrange schedules and prepare venues for project-related meetings.
• Review and verify work done reports to ensure completeness and accuracy.
• Record and maintain HSE man-hours data.
• Facilitate internal departmental communication and handle daily administrative tasks, including internal and external correspondence and telephone communications.
• Coordinate personnel movement arrangements.
• Perform related duties as required by the Project Department.
• Carry out day-to-day general clerical duties, including typing, filing, data entry, document delivery, stationery requests, and preparation of simple reports.
• Prepare monthly reports and any ad hoc reports as required.
• Manage time effectively and prioritize tasks to meet deadlines.
• Comply with all Safety Rules and Regulations in accordance with the yard’s Occupational Health & Safety Policy and Environmental Policy.

Key Requirements

• Minimum Bachelor in Business administration education or equivalent.
• Proficient in word processing and general computer applications.
• Minimum of two (2) year of experience as a Secretary / document control or in a similar administrative role.
• Professional, punctual, honest, and demonstrates high integrity.
• Good communication and interpersonal skills.
• Fluent in written and spoken English.
• Positive working attitude; able to work independently and hardworking.
• Responsible, self-motivated, shows initiative, and willing to take on and learn additional workload.
• Demonstrates strong professional conduct and good behavior.