Project Administrative and Operations Staff

MidPlaza Holding; Kuta; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

An established industry player is on the lookout for a proactive Project Administrative and Operations Staff to enhance their project management team. This role is crucial for ensuring smooth project execution through effective administrative support and coordination of operational activities. You will be at the heart of organized workflows, facilitating communication among stakeholders and contributing to the overall success of projects. If you are detail-oriented, enjoy interacting with people, and thrive in a structured environment, this opportunity is perfect for you to make a significant impact in a dynamic setting.

Qualifications

• Minimum education is an Associate's Degree or Bachelor's Degree.
• At least 1 year of experience required in a similar role.

Responsibilities

• Manage project correspondence and ensure timely distribution.
• Assist with daily administrative tasks and coordinate meetings.
• Handle General Affairs tasks and maintain good relations with external parties.

Skills

Detail-oriented

Structured thinking

Strong communication skills

Friendly and disciplined

Effective coordination

Efficiency in work

Education

Associate's Degree (D3)

Bachelor’s Degree (S1)

Tools

Microsoft Office (Word, Excel, PowerPoint, Photoshop)

Email

Job description

MidPlaza Holding is seeking a skilled and proactive Project Administrative and Operations Staff to support our project management team. In this role, you will play a vital role in ensuring that projects run smoothly and efficiently by providing essential administrative support and coordinating operational activities. Your contribution will be key to maintaining organized workflows and facilitating effective communication among various stakeholders.

Responsibilities:

1. Manage project correspondence (letters, emails, invoices, etc.) according to company procedures.
2. Ensure timely distribution of correspondence.
3. Help the Project Manager/Admin Coordinator with daily administrative tasks.
4. Keep all backup data stored properly and easily accessible.
5. Handle General Affairs tasks for the project department (e.g., buying supplies, booking vehicles, arranging meetings, etc.).
6. Assist the project team with business travel administration.
7. Prepare correspondence such as Purchase Requests (PR), Site Instructions (SI), memos, and other needed forms for the site.
8. Create schedules and coordinate meetings with internal and external teams (contractors).
9. Take notes and prepare Minutes of Meeting (MoM) for project meetings.
10. Organize project site documents following company procedures, including approved drawings, permits, meeting minutes, and other related documents.
11. Ensure timely distribution of project documents and information at the site.
12. Make sure all backup data is properly stored and easily accessible when needed.
13. Assist the Project/Construction Manager with daily administrative tasks.
14. Provide support for General Affairs tasks.
15. Complete project-specific licensing documents not handled by consultants and maintain good relations with external parties (local government, police, etc.).
16. Handle correspondence with government and private institutions.
17. Update supervisors on the status of licensing processes.
18. Manage vehicles and accommodations, including maintenance for project needs.
19. Oversee operational needs (petty cash) and logistics for the project.

• Minimum education : Associate's Degree (D3) or Bachelor’s Degree (S1).
• Have at least 1 years experience.
• Detail-oriented in performing tasks.
• Thinks in a structured manner.
• Friendly, honest, disciplined, enjoys interacting with people, and willing to help.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Photoshop).
• Familiar with internet operations (email).
• Good command of the English language.
• Strong communication skills.
• Able to coordinate effectively.
• Efficient in work.
• Presentable appearance.