Administrative Assistant

About the role

The Administrative Assistant provides essential day-to-day administrative and operational support to the Jakarta office. This role is responsible for maintaining attendance records, coordinating material requests, supporting Finance/HR administration, and maintaining accurate documentation across multiple platforms.

Key responsibilities

• Log and maintain daily staff attendance records and leave management
• Record and track overtime hours accurately in accordance with company policy
• Use the HR clock-in/out system as the system of record; Zoom/WhatsApp records are backup/exception evidence only
• Ensure OT entries are captured and routed for approval per SOP (OT must be pre-approved)
• Perform end-of-day data entry for project execution tracking as assigned (e.g., Daily Job Sheet/attendance/photo report trackers), maintaining consistency and completeness
• Support scheduling, correspondence, and ad-hoc administrative tasks assigned
• Process material requests and coordinate sourcing and procurement of required items
• Maintain and update the company's inventory list on a regular basis
• Scan, organize, and maintain digital filing systems, including document management via Google Drive/Notion
• Follow the Knowledge HUB filing taxonomy so documents are retrievable and audit-ready

About you

• Minimum D3 (Diploma) in Administration, Secretarial, Business Management, or related field; S1 is a plus
• Minimum 1–2 years of experience in an administrative, operations support, or office management role
• Prior experience in construction, project-based, or field-operations environments preferred (familiarity with site-linked admin tasks such as Daily Job Sheets, attendance trackers, or photo reports is an advantage)
• Experience handling procurement/material requests or basic inventory management is a plus
• High attention to detail and accuracy, particularly for attendance, OT, and expense records
• Strong organizational skills with ability to manage multiple recurring administrative cycles (daily, weekly, monthly)
• At least intermediate English preferred (for coordination with Singapore HQ/documents)