Program Admin

PT ITSEC Asia Tbk; Jakarta Selatan; On-site; IDR 167,400,000 - 334,800,000; Full time

Job summary

PT ITSEC Asia Tbk is seeking a Program Admin within the SAG PMO to own program governance, document control, and administrative execution across ITSEC Asia and Academy streams.

In this role you will coordinate bid support, handover logistics, and governance across multiple projects, ensure timely preparation of BASTs, maintain logs and meeting packs, travel to customer sites as needed, and support Senior PMs with daily admin tasks.

Qualifications

• 2-5 years in project management / project administration.
• Experience supporting project delivery within government institutions.
• Hands-on experience preparing BAST and Berita Acara, routing them for signature and closing administration with government or SOE customers.
• Able to keep contracts, correspondence and acceptance records complete, version-controlled and retrievable in physical and digital form.
• Experience scheduling meetings, preparing packs, writing minutes and running an action log for several projects.
• Willing and able to travel frequently to customer offices in Greater Jakarta, and occasionally to other cities.”,
• Clear and courteous written and spoken Bahasa Indonesia, including formal official correspondence; working English for internal documents and reports.
• Persistent, detail-minded and reliable; follows an open item through to closure without reminders.
• Handles contracts, commercial terms and customer-sensitive documents with discretion.
• Experience compiling tender or bid administration documents, including submission through government e-procurement portals.
• Familiarity with PSOhub, Pipedrive, Jira or comparable project and CRM tools.
• Project administration or project management training (e.g. CAPM) is a plus.

Responsibilities

• Own program governance across the SAG PMO and manage document control processes.
• Provide bid support by compiling submission packs and maintaining the master bid library.
• Coordinate handover and mobilization activities, including paperwork and meeting logistics.
• Maintain governance calendars, action logs, and publish meeting packs and minutes within one working day.
• Draft BAST acceptance packs and route documents for signature across customer sites.
• Support Billing with document control and handover to Finance for invoicing.
• Offer daily administrative support to Senior PMs and the PM Academy.
• Assemble final program closing packs and archive files to audit-ready standards.
• Manage onboarding, access requests, and general logistics for the SAG PMO team.

Skills

Project management

Administration

Stakeholder engagement

Documentation

Travel readiness

Microsoft Office

Tools

PSOhub

Pipedrive

Jira

Microsoft Office

Google Workspace

PDF tools

Job description

As a Program Admin within the SAG PMO, you will own program governance, document control, and administrative execution across both the ITSEC Asia and Academy streams.

Bid Support:

Compile bid submission packs against tender checklists, maintain the master bid library (legal, compliance, tax, and customer reference records), and manage logistics for the Bidding Committee.

Handover & Mobilization:

Set up controlled program files at handover, issue mobilization paperwork (e.g., Surat Tugas, NDAs, site access requests, etc.), and arrange kick-off logistics and meeting minutes.

Dual-Stream Delivery & Governance:

Maintain the governance calendar and action logs across both ITSEC Asia and Academy streams, publish meeting packs and minutes within one working day, enforce action item ownership, and manage official letter registers and change requests.

BAST & Acceptance Management:

Draft BAST acceptance packs upon milestone confirmation and handle end-to-end document routing, including customer site visits (PPK and key signatories) to secure signed approvals within the 14-day target.

Billing Support:

Maintain live BAST status logs, flag approval risks to PM and Project Controller, and hand over signed originals to Finance for prompt invoicing.

Academy Support:

Provide daily administrative support to Senior Program Managers and the PM Academy, including report formatting, document distribution, and collecting/filing Academy completion evidence (attendance, assessment results, feedback) to route resulting BASTs for signature.

Closing Administration:

Assemble final program closing packs, secure customer work‑completion letters for future bids, revoke system/site access, and archive digital and physical files to audit‑ready standards.

SAG PMO Office Administration:

Manage internal onboarding, access requests, and general administrative logistics for the SAG PMO team.

2-5 years in project management / project administration.

Experienced in supporting project delivery within Kementerian/Lembaga Pemerintah (central and regional government institutions), including coordination, administration and stakeholder engagement.

Hands‑on experience preparing BAST and supporting Berita Acara, routing them for signature and closing project administration with government or SOE customers.

Able to keep contracts, correspondence and acceptance records complete, version‑controlled and retrievable, in both physical and digital form.

Experience scheduling meetings, preparing packs, writing minutes and running an action log for several projects at once.

Willing and able to travel frequently to customer offices in Greater Jakarta, and occasionally to other cities, for meetings and signature follow‑up.

Clear and courteous written and spoken Bahasa Indonesia, including formal official correspondence; working English for internal documents and reports.

Persistent, detail‑minded and reliable; follows an open item through to closure without being reminded.

Handles contracts, commercial terms and customer‑sensitive documents with discretion.

Proficient in Microsoft Office / Google Workspace, in particular Word, Excel and PDF tools.

Experience compiling tender or bid administration documents, including submission through government e‑procurement portals.

Familiarity with PSOhub, Pipedrive, Jira or comparable project and CRM tools.

Project administration or project management training (e.g. CAPM) is a plus.