Senior Admin & Business Operations

PT Inovasi Adiwarna Raya; Surabaya ꦱꦸꦫꦧꦪ; On-site; IDR 150,000,000 - 190,000,000; Full time

Job summary

PT Inovasi Adiwarna Raya is seeking a senior administrator to be the control centre of the company's administration. The role requires understanding every line of our business (IoT, AI Vision, Digital Signage/LED, ITS) and meticulous handling of legal and financial documents.

You will drive tasks across divisions to completion. You will draft official letters, maintain archives, manage vendor and invoicing processes, coordinate with Directors, and ensure timely billing and payments.

Qualifications

• Minimum D3/S1 in any field.
• At least 3 years as a senior admin, executive secretary, or executive assistant.
• Drafted contracts or agreements and comfortable reading legal documents.
• Understands PO, invoice, tax invoice, and collection cycle.
• Proficient in Google Workspace or Microsoft Office; familiar with task management tools.
• Good written English for correspondence with Singapore clients.
• Organised, detail oriented, and able to chase people including superiors.
• Experience in a technology company, system integrator, or project contractor.
• Experience with government tenders (LPSE, e-Katalog) or corporate vendor registration.
• Comfortable using AI tools (ChatGPT, Claude) to speed up administrative work.

Responsibilities

• Understand all products, projects, and clients to answer Directors' questions.
• Draft official letters and legal documents: agreements, NDAs, SPKs, POAs, BASTs.
• Maintain contract and document archives with expiry calendar.
• Maintain vendor register: onboarding, documents, pricing, evaluations, PIC contacts.
• Prepare purchase orders and track deliveries until handover to projects.
• Manage flow from PO/SPK to invoice and issue tax invoices on time.
• Monitor payment status and recurring rental billing; chase overdue receivables.
• Take minutes of Directors/HoD meetings; convert outcomes to task lists with owners.
• Track Heads of Division tasks; remind before due dates; report weekly progress.
• Flag tasks at risk early for Directors' decisions.

Skills

Executive support

Google Workspace

Microsoft Office

Task management

English writing

Attention to detail

Stakeholder coordination

Government tenders

AI tools

Education

D3/S1 degree

Tools

Asana

Trello

Job description

PT Inovasi Adiwarna Raya is looking for a senior administrator to be the control centre of the company's administration: someone who understands every line of our business (IoT, AI Vision, Digital Signage/LED, ITS), is meticulous with legal and financial documents, and can drive tasks across divisions through to completion.

Key responsibilities

• Understand all of Inovasi's products, projects, and clients well enough to answer any status question from the Directors
• Draft official letters and legal documents: agreements, NDAs, work orders (SPK), powers of attorney, handover reports (BAST), and correspondence with clients, vendors, and government bodies
• Maintain the archive of contracts and company documents (deed, NIB, tax ID, certificates, permits) with an expiry calendar
• Maintain the vendor register: onboarding, legal documents, pricing, performance evaluation, and PIC contacts
• Prepare purchase orders to vendors and track deliveries until goods are received and handed over to the project
• Own the flow from client PO/SPK to invoice: check documents are complete, follow up the accounting admin to issue tax invoices, and send billing on time
• Monitor payment status and recurring rental billing, and chase overdue receivables
• Take minutes of every Directors' and Head of Division meeting, then turn outcomes into a task list with owners and deadlines
• Track each Head of Division's tasks, remind them before due dates, and report weekly progress to the Directors
• Flag tasks at risk of slipping early so the Directors can make a decision

About you

• Minimum D3/S1 in any field, with at least 3 years as a senior admin, executive secretary, or executive assistant
• Has drafted contracts or agreements and is comfortable reading legal documents
• Understands the PO, invoice, tax invoice, and collection cycle
• Proficient in Google Workspace or Microsoft Office; familiar with task management tools (Asana, Trello, or similar)
• Good written English for correspondence with Singapore clients
• Organised, detail oriented, and confident in reminding and chasing people, including superiors
• Experience in a technology company, system integrator, or project contractor
• Experience with government tenders (LPSE, e-Katalog) or corporate vendor registration
• Comfortable using AI tools (ChatGPT, Claude) to speed up administrative work

About us

PT Inovasi Adiwarna Raya is a company operating in IoT, AI Vision, Digital Signage/LED, and ITS sectors.