Introduction
We are seeking a diligent Staf Administrasi Kantor dan Pengelolaan Dokumen to join our dynamic office team. This role serves as the backbone of daily operations, ensuring that communications flow smoothly, documentation is meticulously organized, and executive support is delivered with professionalism. The successful candidate will work Monday to Friday, 08:00‑17:00, and will report directly to senior administrative assistants and department managers.
Responsibilities
- Answer, screen, and direct inbound telephone calls, providing courteous and accurate information to callers.
- Coordinate and schedule appointments, meetings, and travel arrangements for senior staff, ensuring optimal use of time and resources.
- Plan and facilitate meetings, prepare detailed agendas, and record comprehensive minutes that capture decisions and action items.
- Draft, proofread, and distribute professional emails, memos, letters, faxes, and standardized forms in both Bahasa Indonesia and English.
- Assist in the preparation of periodic reports, collating data from multiple departments and presenting it in clear, concise formats.
- Develop, implement, and maintain an efficient filing and archiving system—both physical and electronic—to guarantee quick retrieval of documents.
- Regularly review, update, and disseminate office policies and standard operating procedures to ensure compliance with corporate standards.
- Procure office supplies, evaluate vendor quotations, negotiate contracts, and manage relationships with new and existing suppliers.
- Maintain an up‑to‑date contact database, ensuring accuracy of client, vendor, and internal stakeholder information.
- Arrange domestic and international travel itineraries, including flight bookings, hotel reservations, and transportation logistics.
- Submit, reconcile, and archive expense reports, ensuring adherence to budgetary guidelines and timely reimbursements.
- Act as the primary point of contact for internal and external clients, delivering prompt and effective resolution of inquiries.
- Collaborate closely with executive administrative assistants and senior managers to address special projects, ad‑hoc requests, and strategic initiatives.
- Support the implementation of digital workflow tools such as document management systems, calendar sharing platforms, and collaborative software.
Requirements
- Minimum education: D3/D4 in Business Administration, Office Management, or a related field.
- Maximum age: 35 years.
- Gender: Female (as specified by the client’s cultural requirements).
- At least 1 year of proven experience in office administration, document control, or a similar role.
- Strong communication skills, both verbal and written, with the ability to interact professionally with senior executives and external partners.
- Proficiency in Microsoft Office Suite, especially Excel, Word, and Outlook.
- Excellent organizational abilities, attention to detail, and the capacity to manage multiple priorities under tight deadlines.
- Demonstrated problem‑solving mindset, proactive attitude, and ability to work both independently and as part of a team.
- Familiarity with basic accounting principles for expense reconciliation is a plus.
Benefits
- Competitive salary aligned with market standards for administrative professionals.
- Health insurance coverage for employee and optional family members.
- Annual performance bonus based on individual and company achievements.
- Paid annual leave, sick leave, and national holidays in accordance with Indonesian labor law.
- Professional development opportunities, including workshops on advanced Microsoft Office tools and document management systems.
- Friendly and collaborative work environment with regular team‑building activities.
- Transportation allowance or company‑provided parking for commuting staff.
About Company
Our client is a leading player in the manufacturing and distribution sector, recognized for its commitment to quality, innovation, and sustainable practices. With a workforce of over 500 employees across multiple regional offices, the organization values efficiency, continuous improvement, and a culture of mutual respect. The administrative team plays a pivotal role in supporting operational excellence, and the new Staf Administrasi Kantor akan menjadi bagian integral dari upaya perusahaan untuk meningkatkan produktivitas dan layanan pelanggan.
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