Introduction
We are seeking a motivated and detail‑oriented Admin & Operational Specialist for Weddings to join our dynamic events team. This full‑time position supports the planning, execution, and post‑event follow‑up of wedding ceremonies and receptions, ensuring that every administrative and operational detail runs smoothly. The role is based in our Jakarta office, working Monday through Saturday from 10:00 am to 5:00 pm, and offers an opportunity to grow within the vibrant wedding‑industry sector.
Responsibilities
- Manage daily administrative tasks including preparation and filing of contracts, invoices, quotations, and maintaining an up‑to‑date client database.
- Schedule internal and external meetings, coordinate venue visits, and liaise with vendors such as florists, photographers, and caterers to confirm availability and deliverables.
- Serve as the primary point of contact for clients via WhatsApp, email, and phone, providing timely responses, updates, and clarifications.
- Prepare simple financial summaries and event progress reports for senior managers, tracking budgets, payments, and milestones.
- Organize both digital and physical documentation, ensuring all files are correctly labeled, archived, and easily retrievable for audits or client inquiries.
- Assist the operational team during peak periods by helping with setup logistics, on‑site coordination, and post‑event debriefs.
- Utilize basic design tools (Canva, Photoshop, or Corel) to create client‑friendly proposals, visual timelines, and social media teasers when required.
- Support the creation of presentation decks for client pitches, showcasing previous work and customized wedding concepts.
- Monitor deadlines closely, send reminders to internal stakeholders, and ensure that all deliverables meet the agreed‑upon schedule.
Requirements
- Minimum of 1 year experience in administration, event coordination, or a related field; experience in wedding or event organizing is a strong advantage.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint) and online collaboration tools (Google Workspace, Zoom, Slack).
- Strong written and spoken English skills; ability to communicate professionally with diverse clients and vendors.
- Exceptional attention to detail, strong organizational abilities, and the capacity to multitask in a fast‑paced environment.
- Demonstrated teamwork and the ability to work under tight deadlines while maintaining a positive attitude.
- All educational levels are welcome; a high school diploma or equivalent is required, with higher education considered a plus.
- Female candidates only, as specified by the client’s cultural requirements.
- Basic proficiency in design software (Canva, Photoshop, Corel) is a plus but not mandatory.
Benefits
- Competitive salary with performance‑based incentives.
- Health insurance coverage for the employee.
- Paid annual leave, sick leave, and maternity leave in accordance with Indonesian labor law.
- Opportunities for professional development, including workshops on event management and design tools.
- Friendly, collaborative work environment with regular team‑building activities.
- Access to industry networking events and vendor showcases.
- Employee discount on wedding services offered by the company.
About Company
Our company, Elegant Moments Wedding & Events, has been crafting unforgettable wedding experiences for over a decade. Based in Jakarta, we partner with top‑tier venues, designers, and service providers to deliver bespoke celebrations that reflect each couple’s unique love story. Our portfolio includes intimate ceremonies, lavish receptions, and destination weddings across Indonesia. We pride ourselves on a client‑centric approach, meticulous planning, and a creative team that turns visions into reality. Joining our team means becoming part of a respected brand that values innovation, professionalism, and the joy of celebrating love.
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