Purchasing & Logistics Administrator – Architectural Lighting Solutions

XY Illumination PT Cahaya Lux Asia Bali; Jakarta Utara; On-site; IDR 200,880,000 - 312,480,000; Full time

Job summary

XY Illumination is seeking a Purcha sing & Logistics Administrator to support purchasing and logistics operations in Jakarta. You will ensure orders, documentation, supplier coordination, and internal records are handled accurately and efficiently.

The role requires a Bachelor's degree and at least 3 years of relevant experience, with proficiency in Accurate Online and Microsoft Office/Google Workspace. Strong organizational skills and attention to detail are essential.

Qualifications

• Bachelor's degree in Business Administration, Management, Accounting, Logistics, or a related field.
• Minimum 3 years of experience in purchasing administration, procurement support, logistics administration, or a similar position.
• Experience using Accurate Online is strongly preferred.
• Proficient in Microsoft Office / Google Workspace and comfortable learning new software and systems.
• Strong administrative and document-management skills.
• Excellent attention to detail and accuracy.
• Strong organizational, time-management, and multitasking abilities.
• Proactive and comfortable following up with suppliers and internal team members.
• Able to manage multiple Purchase Orders and priorities simultaneously.
• Professional, reliable, organized, and courteous.
• Able to maintain confidentiality of company and commercial information.

Responsibilities

• Process Sales Orders (SO), Purchase Orders (PO), and Receiving Items accurately in Accurate Online.
• Prepare, organize, and maintain all documentation related to SO, PO, and DO, ensuring records are complete and filed.
• Coordinate with suppliers regarding quotations, orders, availability, lead times, documentation, and deliveries.
• Monitor Purchase Orders and follow up with suppliers to ensure progress according to schedule.
• Maintain accurate records and reports of Purchase Orders and purchasing activities.
• Reconcile Sales Orders and Purchase Orders accurately and in a timely manner.
• Prepare and verify supporting documentation required for Accounts Payable processing.
• Ensure the accuracy and completeness of invoices, claims, purchase documentation, and supporting records.
• Coordinate purchasing and logistics documentation with finance, project, warehouse, and operations teams.
• Assist with travel arrangements when required (flights, hotels, transportation).
• Manage purchasing of office supplies and other operational requirements.
• Identify missing documents, discrepancies, or delayed orders and follow up until resolved.

Skills

Attention to detail

Organizational skills

Time management

Communication

Education

Bachelor's degree in Business Administration, Management, Accounting, Logistics, Supply Chain, or related field

Tools

Accurate Online

Microsoft Office

Google Workspace

Job description

Purchasing & Logistics Administrator – Architectural Lighting Solutions

XY Illumination is an architectural lighting solutions company supplying carefully selected lighting products for residential, hospitality, and commercial construction projects across Indonesia.

We work with architects, interior and lighting designers, consultants, contractors, and project owners, supporting projects from product selection and quotation through procurement, logistics, delivery, and project completion.

We are looking for a Purchasing & Logistics Administrator to support our purchasing and logistics operations and ensure that orders, documentation, supplier coordination, and internal records are handled accurately and efficiently.

KEY RESPONSIBILITIES

• Process Sales Orders (SO), Purchase Orders (PO), and Receiving Items accurately in Accurate Online.
• Prepare, organize, and maintain all documentation related to Sales Orders (SO), Purchase Orders (PO), and Delivery Orders (DO), ensuring records are complete, accurate, and properly filed.
• Coordinate with suppliers regarding quotations, orders, availability, lead times, documentation, and deliveries.
• Monitor Purchase Orders and follow up with suppliers to ensure orders progress according to schedule.
• Maintain accurate records and reports of Purchase Orders and purchasing activities.
• Reconcile Sales Orders and Purchase Orders accurately and in a timely manner.
• Prepare and verify supporting documentation required for Accounts Payable processing.
• Ensure the accuracy and completeness of invoices, claims, purchase documentation, and supporting records.
• Coordinate purchasing and logistics documentation with the finance, project, warehouse, and operations teams.
• Assist with travel arrangements when required, including flights, hotels, and transportation.
• Manage purchasing of office supplies and other operational requirements.
• Identify missing documents, discrepancies, or delayed orders and proactively follow up until resolved.

REQUIREMENTS

• Bachelor's degree in Business Administration, Management, Accounting, Logistics, Supply Chain, or a related field.
• Minimum 3 years of experience in purchasing administration, procurement support, logistics administration, or a similar position.
• Experience using Accurate Online is strongly preferred.
• Proficient in Microsoft Office / Google Workspace and comfortable learning new software and systems.
• Strong administrative and document-management skills.
• Excellent attention to detail and accuracy.
• Strong organizational, time-management, and multitasking abilities.
• Proactive and comfortable following up with suppliers and internal team members.
• Able to manage multiple Purchase Orders and priorities simultaneously.
• Professional, reliable, organized, and courteous.
• Able to maintain confidentiality of company and commercial information.