Workplace - Jakarta

Key Responsibilities:

1. Financial & Budget Administration:

• Prepare, monitor, and manage the annual operational expenditure (OPEX) budget for workplace operations.

• Oversee end-to-end invoice processing, matching Purchase Orders (PO), Goods Receipts (GR), and vendor invoices with accuracy.

• Handle high-volume vendor billing, petty cash management, and financial reconciliation for facility services.

• Generate monthly operational expenditure reports, variance analyses, and cost-optimization recommendations for management.

1. Vendor Management & Procurement:

• Serve as the primary point of contact for external vendors, contractors, and service providers (cleaning, maintenance, supplies, security).

• Supervise vendor performance against agreed Service Level Agreements (SLAs) and contract terms.

• Coordinate procurement requests, issue Goods Receipts (GR), and maintain inventory records for office equipment, pantry, and operational supplies.

1. General Administration & Compliance:

• Oversee vehicle administration, including tracking, timely renewals, and compliance for STNK, KIR, insurance, and municipal permits.

• Standardize and maintain operational documentation, contracts, building permits, and administrative filing systems.

• Draft weekly and monthly General Affairs operational reports, facility tracking sheets, and compliance logs.

• Support daily office operations, front-desk coordination, and cross-departmental administrative requests.

1. Financial & Administrative Skills:

• Proven experience in annual OPEX budget planning, tracking, and cost control.

• Strong hands-on experience handling high-volume vendor invoices, Purchase Orders, Goods Receipts (GR), and financial administration.

• Proficiency in Microsoft Excel (VLOOKUP, Pivot Tables, financial formulas) and administrative software/ERP systems (e.g., SAP, Oracle, or Google Workspace).

1. Compliance Knowledge: Direct experience in managing corporate legal/administrative procedures, specifically vehicle licensing (STNK, KIR), permits, and service agreements.

2. Competencies: Exceptional attention to detail, strong numerical accuracy, proactive problem-solving, and strong negotiation/communication skills.

Qualifications & Requirements:

1. Education: Bachelor’s Degree in Business Administration, Management, Finance, General Affairs, Engineering, or a related field.

2. Experience: Minimum of 2–4 years of experience in Facility Coordination, General Affairs, or Office Administration.

3. Language Skills: Fluent and confident in spoken and written English for professional communication, reporting, and stakeholder management.