Executive & Operations Coordinator

PT International Recovery Services Indonesia; Tangerang Selatan; On-site; IDR 12.000.000 - 18.000.000; Full time

Job summary

A leading service provider in Indonesia is seeking an Executive Assistant to manage schedules, oversee property management tasks, and support operations logistics. The role includes handling correspondence, coordinating meetings, and ensuring efficient daily operations. The ideal candidate should have strong organizational skills, proficiency in both English and Bahasa, and the ability to coordinate internal and external communications. This position offers an opportunity to contribute to a dynamic team in a prominent role.

Qualifications

• Experience in managing directors' schedules and correspondence.
• Strong proficiency in document drafting and reporting.
• Experience coordinating logistics and procurement requests.

Responsibilities

• Manage director's calendar and correspondence.
• Coordinate logistics for site mobilizations.
• Advertise vacant properties and handle tenant communication.
• Track payments and maintain property records.
• Support onboarding and office organization.

Skills

Organizational skills

Effective communication

Proficiency in English and Bahasa

Logistics coordination

Job description

The role ensures smooth daily operations by managing schedules, documentation, procurement coordination, and follow-up on project actions. Additionally, the role oversees property management activities including marketing, viewings, handovers, rent tracking, and maintenance scheduling for company owned residential units.

Executive & Administrative Support

• Manage Director’s calendar, schedule, and correspondence
• Prepare meeting agendas, minutes, and follow-up action lists
• Maintain organized digital and physical filing systems
• Support document drafting, formatting, and translation (English–Bahasa)
• Track deliverables and assist with reporting and presentations

Operations Support

• Coordinate logistics for site mobilizations and demobilizations
• Support equipment dispatch and return documentation
• Monitor operations communications and log action items in Monday.com
• Prepare and follow up on procurement requests and purchase orders
• Liaise with vendors, clients, and internal departments for project coordination

Property Management

• Advertise vacant properties via online platforms and company channels
• Coordinate inquiries, schedule viewings, and host property showings
• Handle tenant communication during lease negotiations, move-in, and move-out
• Prepare handover documentation and ensure condition checklist completion
• Track rental payments, utilities, and service charges (Via Finance)
• Schedule and monitor maintenance works and inspections
• Maintain updated property records including lease dates and deposit details
• Record expense claims, petty cash, and payment requests
• Support invoicing and document submissions to Finance team
• Track supplier and contractor invoices related to properties or projects

Team & Office Support

• Coordinate internal meetings and travel bookings
• Support onboarding and induction of new staff or interns
• Ensure office and property facilities are well maintained and organized

Secretary EXECUTIVE SECRETARY / PERSONAL ASSISTANT Jakarta, ID Executive Assistant PT. SINERGI MULTI LESTARINDO TBK West Jakarta, Jakarta, ID