Office Administrator, Indonesia(A54955)

Xiaomi Technology; Daerah Khusus Ibukota Jakarta; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading technology firm in Jakarta seeks an experienced Office Administrator to manage administrative functions, handle employee travel arrangements, and oversee office setups. Applicants should have at least 3 years of experience, a diploma, and strong communication skills. The role involves liaising between offices and planning company events, ensuring operational efficiency and employee satisfaction.

Qualifications

• 3+ years of experience in office administration with a proven track record.
• Additional certifications or training in office administration, HR are a plus.
• Fluent in English and local language, Chinese is a plus.

Responsibilities

• Work closely with administrative teams for alignment and efficiency.
• Act as liaison between offices for smooth communication.
• Oversee office lease agreements and compliance.
• Plan and execute office setups with tech infrastructure.
• Assist with employee business travel arrangements.
• Manage external visitors and relationships with vendors.
• Oversee admin budget and employee claims process.
• Ensure a smooth onboarding experience for employees.

Skills

Proactive, customer-oriented attitude

Excellent communication and interpersonal skills

Meticulous attention to detail

Ability to multitask and prioritize workloads

Knowledge of financial processes

Event planning and execution

Proficiency in English and local language

PC skills including MS Office Suite

Education

Diploma or equivalent in office administration, HR, or related fields

Tools

MS Office Suite (Word, Excel, PowerPoint)

Job description

Job description

1. Work closely with administrative teams to ensure alignment and efficiency.
2. Act as a key liaison between different offices to ensure smooth communication and consistency in administrative practices.
3. Oversee office lease agreements, including renewals, negotiations, and compliance with local regulations.
4. Lead the planning and execution of office setups, including procurement and technology infrastructure coordination.
5. Assist employees with business travel arrangements, including booking flights, accommodations, and handling travel-related inquiries.
6. Proactively address employee business travel needs, ensuring a positive and efficient working environment.
7. Drive the planning and execution of staff engagement activities, including company events such as annual parties, team-building activities, and more.
8. Manage external visitors professionally, ensuring a positive and welcoming experience that aligns with the company's standards.
9. Manage relationships with key vendors, suppliers, and service providers to ensure quality and cost-effectiveness.
10. Oversee admin budget and the process of employee claims and reimbursements, ensuring accuracy and adherence to company policies.
11. Ensure a smooth onboarding experience for employees in the new space.

Job requirements

1. Diploma or equivalent; additional certifications or training in office administration, HR, or related fields are a strong plus.
2. At least 3+ years of experience in office administration, with a proven track record of handling diverse tasks efficiently.
3. A proactive, customer-oriented attitude with excellent communication and interpersonal skills.
4. Meticulous attention to detail and accuracy in handling administrative and logistical tasks.
5. Strong ability to multitask and prioritize workloads effectively in a fast-paced environment.
6. Knowledge of financial processes, including claims, reimbursements, and expense tracking.
7. Proven experience in planning and executing events, including budgeting and logistics coordination.
8. Proficiency in English and local language (both written and spoken) is essential. Chinese would be a plus and prefer to be considered.
9. Proficient in PC skills, including MS Windows, MS Office Suite (Word, Excel, PowerPoint).