Office Administrator (Maternity Cover)

GLORY; Jakarta Pusat; On-site; IDR 111,600,000 - 167,400,000; Part time

Job summary

GLORY Indonesia seeks an Office Administrator (Maternity Cover) to support daily office operations, finance administration, inventory control, and logistics. This role ensures accurate documentation, timely procurement and billing, and smooth coordination with suppliers and internal stakeholders.

Based in Jakarta, you will handle invoices, purchase orders, stock management, import coordination, and general admin tasks, reporting to the Finance Manager.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Supply Chain, Logistics, Finance, or a related field.
• Minimum 2-3 years of experience in administration, logistics, inventory control, or finance support.
• Familiarity with procurement processes, invoicing, and inventory management.
• Experience handling import/export documentation and shipment coordination is an advantage.
• Proficient in Microsoft Office applications, particularly Excel.
• Strong organizational skills and attention to detail.
• Good communication and coordination skills with internal stakeholders, suppliers, and logistics partners.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

Responsibilities

• Administer office activities and facilities management.
• Purchase and replenish office supplies and pantry items.
• Manage office keys, access cards, and safety deposits.
• Coordinate hotel bookings and visitor arrangements.
• Oversee stationery, beverages, and corporate giveaways inventory.
• Ensure office cleanliness and tidiness standards.
• Coordinate GLR token requests and other admin requirements.
• Prepare and issue invoices to distributors.
• Process purchase orders for machines, software, and other needs.
• Coordinate procurement through purchasing platforms.
• Download and maintain billing records from vendors.
• Receive, verify, and process supplier invoices.
• Prepare quotations for repairs and maintenance.
• Assist in supplier onboarding and banking verifications.
• Assist in payment preparation and billing documentation.
• Maintain and update inventory records and stock reports.
• Monitor inventory movement and assist month-end closing.
• Maintain spare parts inventory records.
• Ensure inventory accuracy and availability of stock.
• Coordinate import-related activities and documentation.
• Arrange delivery of machines and equipment to customers.
• Liaise with logistics partners for quotations and delivery.
• Coordinate courier services for spare parts shipments.
• Prepare commercial invoices and documents for customs.
• Monitor shipment status and ensure timely delivery.

Skills

Administrative Management

Procurement & Vendor Coordination

Inventory Control

Logistics & Import Operations

Financial Documentation

Attention to Detail

Problem Solving

Time Management

Stakeholder Communication

Education

Diploma or Bachelor's Degree in Business Administration, Supply Chain, Logistics, Finance, or a related field

Job description

Office Administrator (Maternity Cover)

Department: Finance Administration

Employment Type: Fixed Term Contract

Location: Indonesia/Jakarta

Reporting To: Finance Manager, Indonesia

Compensation: Rp10,000,000 - Rp15,000,000 / month

Description

The Office Admin is responsible for supporting the daily operations of the office, finance administration, inventory management, and logistics activities. This role ensures smooth office operations, accurate documentation, timely procurement and billing processes, effective stock control, and coordination of imports and deliveries.

Key Responsibilities

Administration

• Manage office administrative activities and facilities.
• Purchase and replenish office supplies, pantry items, and mineral water.
• Maintain and manage office keys, access cards, and safe deposit box keys.
• Coordinate hotel bookings and visitor arrangements.
• Oversee stationery, beverages, and corporate giveaway inventory.
• Ensure office cleanliness and tidiness standards are maintained.
• Coordinate requests for new GLR tokens and other office administrative requirements.

Finance & Procurement Support

• Prepare and issue invoices to distributors.
• Prepare and process Purchase Orders (POs) for machines, software, and other operational requirements.
• Coordinate procurement activities through designated purchasing platforms.
• Download and maintain billing records from vendors and service providers.
• Receive, verify, and process supplier invoices.
• Prepare quotations for repair and maintenance services.
• Support supplier onboarding and verification processes with banking institutions.
• Assist in payment preparation and billing documentation.

Inventory Management

• Maintain and update inventory records, sales lists, and stock reports.
• Monitor inventory movement and support month-end closing activities.
• Maintain and update spare parts inventory records.
• Ensure inventory accuracy and availability of operational stock.

Logistics & Import Coordination

• Coordinate import-related activities and documentation.
• Arrange delivery of machines and equipment from warehouses to customers.
• Liaise with logistics partners and vendors for quotations and delivery arrangements.
• Coordinate courier services for spare parts shipments and collections.
• Prepare commercial invoices and supporting documents for warranty and customs purposes.
• Monitor shipment status and ensure timely delivery of goods.

Skills, Knowledge & Expertise

• Diploma or Bachelor's Degree in Business Administration, Supply Chain, Logistics, Finance, or a related field.
• Minimum 2-3 years of experience in administration, logistics, inventory control, or finance support.
• Familiarity with procurement processes, invoicing, and inventory management.
• Experience handling import/export documentation and shipment coordination is an advantage.
• Proficient in Microsoft Office applications, particularly Excel.
• Strong organizational skills and attention to detail.
• Good communication and coordination skills with internal stakeholders, suppliers, and logistics partners.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

• Administrative Management
• Procurement & Vendor Coordination
• Inventory Control
• Logistics & Import Operations
• Financial Documentation
• Attention to Detail
• Problem Solving
• Time Management
• Stakeholder Communication