Office Coordinator

Job Summary

In this role you will be expected to provide administrative assistance for the business and be willing to go above and beyond on a daily basis.  You will take ownership of delegated tasks and ensure they are completed in a timely and orderly manner, to a high standard. You will have high attention to detail and a can do, proactive attitude.  

Responsibilities

Management Support

• Support key members of our Jakarta office
• Support visiting Executives and VP's

Administrative Support:

• Front of house and first point of contact for internal and external visitors to the Jakarta office
• Co-ordination of travel – Domestic and International
• Co-ordination of meetings, conference calls and video conferences with both internal & external stakeholders
• Provide Office Management administrative support, eg: arrange and book tradespersons; liaise with contract office cleaners as needed, update telephone lists and directories, update floor plans, organise catering and events, together with any other tasks as requested.
• Minute taking
• Preparing documents/presentations – formatting, printing, binding as needed
• Preparing expense reconciliation (using WorkDay)
• Oversee all facilities maintenance and other projects for office improvement.
• Proactivity to liaise with suppliers and vendors to ensure a safe, clean, productive work environment
• Coordinate efforts with other departments including HR, Recruitment and IT

HR Support:

• Knowledge of local HR policies and law
• Assist with ad hoc projects presented by the Regional Director of Human Resources
• Assist with adhoc projects presented by the Asia Pac HR, Facilities or Finance Team as required to meet business needs.
• Assist with the induction of new employees to the company with regard to local office facilities and procedures.
• Keep an accurate record of vacation/sickness absence days for the Jakarta office and update the HR department accordingly.
• Assist with the renewal of company benefits for staff under the direction of the HR Director, AsiaPac.
• Maintain local personnel files and associated legal documents.
• Assisting the HR department with local HR projects as necessary.

Experience and Qualifications

• 5 plus years of experience as an Administrative Assistant within a corporate environment
• Experience with HR policies or working with HR
• Ideal tertiary qualifications in Office / Business Administration.
• Ability to work in a team environment.
• Advanced skills in Microsoft Office; Outlook and established applications.
• Skills in Office 365 and WorkDay would be desirable.

Education and Training

• Skills in Office 365 and WorkDay would be desirable.