Facilities Admin & Document Control Specialist

Cushman; Indonesia; On-site; IDR 36,000,000 - 60,000,000; Full time

Job summary

Cushman Administrator position in Indonesia supports central administrative tasks across Client sites, handling documentation, purchasing, billing and workforce records to ensure data accuracy and accessibility.

The role coordinates with the Facility Manager, Chief Engineer, site leads, vendors and client stakeholders to ensure smooth operations and compliant reporting across hard and soft services.

Qualifications

• Relevant experience in administration, accounting support, document control or a comparable role.
• Experience supporting purchase orders, invoices, attendance, reports, work orders and operational records.
• Administrative experience in a Data-centre, critical environment, or facilities-management setting is preferred.

Responsibilities

• Maintain attendance, overtime and related workforce records for the onsite team, including daily timesheets for verification by Client Site Management, monitoring of overtime limits, and the per-person overtime breakdown attached to the monthly invoice.
• Record and monitor the availability of tools, PPE, materials and hard and soft service consumables against the contract minimum PPE, tools and consumables list.
• Maintain complete hard-copy and electronic work-order, job-completion, maintenance and service reports, and track work-order closure status to support PPM completion and WO accuracy KPIs.
• Track purchase orders, invoices, billing records, supporting evidence and approval status, and prepare the monthly billing report and job completion report within D+7, free of errors.
• Organise, store, label, print and retrieve company and client documents in accordance with document-control requirements, filed on the designated cabinet shelf with assigned ID-code labels and available on demand to the client, audit teams and authorities.
• Support the monthly management report (due within the first five working days of each month), SLA/KPI reporting, manpower information, training records and audit requests.
• Maintain current client policies, forms and templates, including draft reports, permits, JSAs and other required work-control documents, and monitor team compliance with them.
• Handle queries from managers, site teams and vendors and follow up outstanding submissions, records and approvals.
• Maintain the licence and permit register (SLO/SLF, Damkar, K3 Umum and other periodic documents) and alert the Facility Manager ahead of expiry dates.
• Comply with the client's Safety, Security & Environmental Policy and handle Client Confidential information in line with client policy.

Job description

Cushman Administrator position in Indonesia supports central administrative tasks across Client sites, handling documentation, purchasing, billing and workforce records to ensure data accuracy and accessibility.

The role coordinates with the Facility Manager, Chief Engineer, site leads, vendors and client stakeholders to ensure smooth operations and compliant reporting across hard and soft services.