GA Supervisor

IDEKU; Jakarta Pusat; Presencial; IDR 180 000 000 - 260 000 000; Tempo integral

Resumo da oferta

IDEKU in Jakarta is seeking an experienced General Affairs and Facility Manager to oversee office operations, lease administration, asset control, and vendor coordination. The role involves coordinating with authorities, vendors, and contractors to ensure compliance and smooth operations.

Strong communication, problem-solving, and English proficiency are essential, along with hands-on experience in office administration and third-party coordination.

Qualificações

• Minimum 3–5 years of proven experience in General Affairs, Office Services, Facilities Management, or related operational functions.
• Strong knowledge of office administration, facility management, and corporate support services.
• Experience coordinating with third-party vendors and external service providers.
• Ability to manage stocktaking and inventory records across office assets.
• Good command of English, written and spoken.
• Valid Indonesian Class A driving license (SIM A) – preferred.
• Hands-on, independent, organized, and able to handle multiple priorities in a fast-paced environment.

Responsabilidades

• Office Lease & Property Management: Manage lease documentation, monitor expiry dates, coordinate negotiations, amendments, office handovers, relocations, renovation projects, and resolve property-related operational issues.
• Third-Party Collaboration: Liaise with government authorities, external vendors, building management, contractors, and legal/notary entities regarding permits, licenses, service contracts, fit-outs, and documentation.
• Contract Management & Legal Liaison: Review vendor and third-party contracts, coordinate with legal counsel to ensure compliance with company standards, and maintain SLA tracking for external service agreements.
• Procurement & Vendor Management: Review purchase requests, obtain quotations, negotiate pricing and terms, process PR/POs, oversee vendor performance, and maintain an updated vendor database.
• Asset Management: Maintain asset inventory, register and tag assets, manage employee handovers and returns, perform physical verification audits, and oversee asset maintenance or disposal.
• Facility Management & Maintenance: Oversee daily office operations, utilities, security, and cleaning services; conduct routine facility inspections; and manage preventive maintenance schedules and repairs.
• Compliance & Safety: Ensure adherence to internal operational policies, drive OHS initiatives, manage emergency equipment readiness, and conduct regular safety drills and inspections.
• Office Supplies Management: Monitor and replenish stationery, consumables, and pantry supplies; track consumption patterns; perform inventory audits; and optimize procurement costs.
• Business Travel & Accommodation: Coordinate flight, hotel, and transport bookings for employees and visitors, manage travel itineraries and visa documentation, and reconcile travel allowances and expenses.
• Company Events & Employee Engagement: Plan and execute internal events, team gatherings, and onboarding logistics, including workstation prep and welcome kit distribution.
• Company Vehicle Management: Track operational vehicles, manage STNK/tax renewals, coordinate routine servicing, maintain vehicle usage logs, and monitor operational costs.
• General Administration & Documentation: Organize physical and digital filing systems, handle incoming/outgoing correspondence, track administrative permit renewals, and prepare operational reports.
• Sales Support: Process hardware requests from the Sales team, verify payments with Finance, issue Delivery Orders (DOs), coordinate courier deliveries to merchants, and manage hardware returns or exchanges.
• Sales Operations & Inventory Coordination: Monitor sales hardware inventory levels, conduct regular audits of dispatched equipment, coordinate with logistics partners for expedited shipments, and generate monthly hardware fulfillment reports for management.
• Education & English language proficiency requirements: Bachelor’s degree etc.

Conhecimentos

General Affairs

Facilities Management

Office Administration

Vendor Management

Stakeholder Management

Communication Skills

Problem-solving

English Proficiency

Driver Licence

Formação académica

Bachelor's degree in Management

Hospitality

Business Administration

Descrição da oferta de emprego

Office Lease & Property Management: Manage lease documentation, monitor expiry dates, coordinate negotiations, amendments, office handovers, relocations, renovation projects, and resolve property-related operational issues.

Third-Party Collaboration: Liaise with government authorities, external vendors, building management, contractors, and legal/notary entities regarding company permits, licenses, service contracts, fit-outs, and documentation.

Contract Management & Legal Liaison: Review vendor and third-party contracts, coordinate with legal counsel to ensure compliance with company standards, and maintain SLA tracking for external service agreements.

Procurement & Vendor Management: Review purchase requests, obtain and evaluate quotations, negotiate pricing and terms, process PR/POs, oversee vendor performance, and maintain an updated vendor database.

Asset Management: Maintain the asset inventory database, register and tag new assets, manage employee handovers and returns, perform physical verification audits, and oversee asset maintenance or disposal.

Facility Management & Maintenance: Oversee daily office operations, utilities, security, and cleaning services; conduct routine facility inspections; and manage preventive maintenance schedules and repairs.

Compliance & Safety: Ensure adherence to internal operational policies, drive occupational health and safety (OHS) initiatives, manage emergency equipment readiness, and conduct regular safety drills and inspections.

Office Supplies Management: Monitor and replenish stationery, consumables, and pantry supplies; track consumption patterns; perform inventory audits; and optimize procurement costs.

Business Travel & Accommodation: Coordinate flight, hotel, and transport bookings for employees and visitors, manage travel itineraries and visa documentation, and reconcile travel allowances and expenses.

Company Events & Employee Engagement: Plan and execute internal events, team gatherings, and onboarding logistics, including workstation prep and welcome kit distribution.

Company Vehicle Management: Track operational vehicles, manage STNK/tax renewals, coordinate routine servicing, maintain vehicle usage logs, and monitor operational costs.

General Administration & Documentation: Organize physical and digital filing systems, handle incoming/outgoing correspondence, track administrative permit renewals, and prepare operational reports.

Sales Support: Process hardware requests from the Sales team, verify payments with Finance, issue Delivery Orders (DOs), coordinate courier deliveries to merchants, and manage hardware returns or exchanges.

Sales Operations & Inventory Coordination: Monitor sales hardware inventory levels, conduct regular audits of dispatched equipment, coordinate with logistics partners for expedited shipments, and generate monthly hardware fulfillment reports for management.

Bachelor's degree in Management, Hospitality, Business Administration, or a related field.

Minimum of 3-5 years of proven experience in General Affairs, Office Services, Facilities Management, or related operational functions.

Strong knowledge of office administration, facility management, and corporate support services.

Hands-on experience managing General Affairs operations, facility maintenance, office administration, and coordinating with third-party vendors.

Experienced in managing stocktaking and inventory records, monitoring office supplies and merchant-related materials, coordinating logistical and material requirements for company events, exhibitions, and festivals, and providing device and equipment support for internal employee operations.

Proven ability to act as a supervisor, overseeing General Affairs and merchant affairs tasks while working independently to ensure end-to-end operational execution and problem-solving.

Good command of English, both written and spoken.

Strong communication and stakeholder management skills with a service-oriented mindset dedicated to driving operational excellence.

High integrity, accountability, and strong problem-solving skills with the ability to manage multiple priorities independently in a fast-paced environment.

Valid Indonesian Class A driving license (SIM A) with the ability to operate both manual and automatic transmission vehicles. (Preferred: Strong understanding of corporate vehicle operations, maintenance, licensing, insurance, and administrative compliance.)