Receptionist and Admin

JLL; Provinsi Bali; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading global commercial real estate services firm is seeking a Helpdesk Management professional in Bali, Indonesia. This role encompasses greeting visitors, managing conference room activities, and oversee financial processes related to invoicing. Ideal candidates will have strong organizational skills and a professional demeanor. Responsibilities include coordinating office supplies, managing vendor relationships, and ensuring office maintenance. This position is on a contract basis and offers a dynamic work environment.

Qualifications

• High degree of professionalism and courtesy in handling visitors and calls.
• Ability to manage office supplies and coordinate with vendors.
• Experience in financial management and vendor relations preferred.

Responsibilities

• Greet visitors and answer calls with professionalism.
• Manage conference room administration and cleaning schedules.
• Process invoices and manage vendor relationships.
• Coordinate office maintenance and emergency procedures.

Job description

Helpdesk Management

• Greet external visitor and internal staff with high degree of professionalism and courtesy
• Answer incoming calls and receive incoming mails
• Sort and distribute all incoming mail and overnight packages
• Handle walk‑in enquiries, guest wireless assistance and visitor pass
• Manage badging process, new hire badges and coordinate with system vendor

Conference Room and Event

• Act as administrator for conference rooms throughout the portfolio
• Ensure conference rooms are cleaned on a regularly scheduled basis
• Inspect furniture for damage and repair or replace furniture as needed
• Assist with catering ordering, setups, event planner and ordering as required

Financial Management

• Provide initial review and coding of FAcOps invoices for invoicing management
• Review, scan and forward invoice to FCS/account payable as required
• Capture payment info, spreadsheet and data control
• File payment documents
• Troubleshoot resolution of vendor invoice billing
• Coordinate with vendor for quotation and invoice receipt

Office Facility Management

• Business card ordering and delivery
• Maintain office and equipment keys
• Manage postage, local and foreign courier in and out
• Inventory and stock office and tea point supplies where applicable
• Maintain up‑to‑date emergency contract information list with work, home and cell numbers

Vendor Management

• Manage the vendor relationship and monitor vendor’s supplier
• Acknowledge receipt of ordered items from the vendors and bill from landlord
• Assist in vendor set‑up and request of public liability insurance certificate
• Facilitate supply of office stationery, pantry supplies, stock medicine cabinets, etc.
• Coordinate with third‑party vendor to facilitate supply, service calls and preventive maintenance

Maintenance of Network Printer/MFD

• Assist in the maintenance of network printer/MFD as required

Property Maintenance Coordination

• Office maintenance work coordination with landlord and contract vendor
• Assist in yearly fire drills exercise and communication with internal floor warden
• Coordinate after‑hour HVAC request where applicable

Move/Add/Change Events

• Assist in providing support needed to complete move and coordinate and verify set‑up requirements

Other Duties as Assigned

• As assigned by management

Position Information

• Jenis pekerjaan: Kontrak
• Fungsi pekerjaan: Administratif