Operations Administrator Associate

Rukita; Jakarta Pusat; On-site; IDR 72,540,000 - 106,020,000; Full time

Job summary

Rukita is seeking an Operations Administrator to manage laundry services in Jakarta. You will coordinate with multiple vendors, verify invoices, and ensure accurate payments and stock levels to support daily hotel-style linen needs.

You will prepare monthly expense reports, monitor OPEX, and drive issue resolution with vendors. Strong attention to detail and vendor negotiation are essential to keep operations running smoothly.

Qualifications

• Diploma or Bachelor’s degree in Administration, Management or Hospitality/Hotel Management.
• 3–4 years of experience in Operations Administration, Purchasing/Procurement, Linen/Laundry Administration, or Housekeeping Management.
• Experience managing multiple vendors (multi-vendor management).

Responsibilities

• Calculate total amount payable to each laundry vendor.
• Ensure pricing, volume, penalties, and charges match across weekly/monthly invoices.
• Submit payment requests to Finance on time per TOP.
• Prepare monthly laundry expense reports by vendor and unit.
• Monitor monthly laundry OPEX to ensure proper recording and budget adherence.
• Follow up on laundry complaints; track investigations and resolutions with vendors.
• Maintain incident reports and monitor vendor performance against SLAs.

Skills

Excel/Sheets

Negotiation

Attention to detail

Problem solving

Communication

Vendor management

Zero pending cases

Education

Diploma or Bachelor's Degree

Tools

Microsoft Excel

Google Sheets

Job description

To ensure smooth laundry operations, accurate vendor payments, effective resolution of tenant laundry-related issues with vendors, and adequate linen stock availability in accordance with operational standards.

Key Responsibilities

• Calculate the total amount payable to each laundry vendor.
• Ensure there are no discrepancies in pricing, laundry volume (kg/pcs), penalties, or additional charges in weekly/monthly invoices.

b. Payment Request Processing

• Submit payment requests to the Finance team accurately and on time, in accordance with each vendor's agreed Terms of Payment (TOP).
• Prepare monthly laundry expense reports by vendor and operational unit.
• Monitor and review monthly laundry OPEX to ensure expenses are properly recorded and within budget.

2. Laundry Case Management & Quality Control

a. Case Management

• Follow up on laundry-related complaints and operational issues, such as missing items, damaged or discolored linens, unpleasant odors, or delayed laundry processing.
• Track and investigate laundry-related cases with vendors.
• Coordinate compensation claims or re-wash requests in accordance with company SOPs.
• Maintain incident reports and monitor vendor performance against agreed Service Level Agreements (SLAs) on a regular basis.

d. Cross-Functional Communication

• Act as the main point of contact between operational units (e.g., Housekeeping/Operations) and laundry vendors to ensure smooth coordination and issue resolution.

a. Purchase Request

• Initiate purchase requests for new bed linens and other linen supplies based on operational needs, replacement schedules, and minimum stock levels.

b. Inventory Management

• Monitor and record linen movement through regular stock-taking.
• Control linen circulation between used, in-laundry, and warehouse stock to ensure adequate availability for daily operations.

Qualifications & Requirements

General Qualifications

• Minimum Diploma (D3) or Bachelor's Degree (S1) in any field, preferably in Administration, Management, or Hospitality/Hotel Management.
• Minimum 3–4 years of experience in Operations Administration, Purchasing/Procurement, Linen/Laundry Administration, or Housekeeping Management.
• Experienced in managing and coordinating with multiple vendors (multi-vendor management).

Required Skills

• Microsoft Excel / Google Sheets – Intermediate Level
• Proficient in formulas such as VLOOKUP, SUMIFS, and Pivot Tables for payment reconciliation and inventory management.
• Negotiation & Communication Skills
• Able to communicate firmly yet persuasively when handling claims related to damaged or missing items with vendors.
• High Attention to Detail
• Able to accurately reconcile figures across invoices, physical records, and supporting documents with minimal errors.
• Problem-Solving Skills
• Responsive and proactive in resolving operational issues while ensuring daily linen availability is not disrupted.
• Result-Driven & Target-Oriented
• Focused on resolving issues efficiently and measurably, with a strong commitment to maintaining zero pending cases.