Branch Secretary

Qualifications :

Able to operate office applications (MS Office/Google Workspace) and task management applications such as Asana.

Able to communicate professionally in Bahasa Indonesia and English, both verbally and in writing.

Familiar with using WhatsApp Business and corporate email for customer communication.

Has a basic understanding of invoicing/billing processes and document administration.

Presents a neat, professional appearance with strong customer service skills.

Basic knowledge or experience in booking travel arrangements (flights, hotels, boats) is an advantage.

Characteristics :

Friendly, communicative, and customer-oriented.

Detail-oriented and organized in handling documents and administrative data.

Able to multitask and manage priorities under time pressure.

Highly proactive and responsive to the needs of customers and internal teams.

Able to maintain the confidentiality of company and customer data.

Disciplined, honest, and upholds a professional work ethic

Job Description :

Receive and answer incoming telephone calls from customers and external parties in a professional and courteous manner.

Transfer telephone calls to the relevant department extension/sub-line or personnel as requested by the caller.

Receive and respond to incoming calls and messages via the company's WhatsApp in a timely manner and in accordance with service standards.

Reply to customer emails regarding inquiries, information requests, or complaints in a professional and timely manner.

Handle and serve walk-in customers at the office in a friendly and informative manner.

Manage and organize delivery notices for chemical product shipments to customers.

Prepare and organize job cards in accordance with customer requests for plumbing work, and communicate them to the Branch Manager and the relevant plumber team.

Input and update plumber work data and equipment orders in the Asana application accurately and on a regular basis.

Prepare and issue customer invoices in accordance with completed work/services.

Prepare and issue monthly invoices for pool maintenance services and chemical product sales according to the established billing schedule.

Place orders for project or service supplies that are not available in the office/warehouse through e-commerce platforms.

Ensure that items ordered via e-commerce are received according to the required specifications, quantity, and timeline.

Book flight tickets, hotel accommodations, and boat transportation for employee business travel and company operational needs.

Ensure that all business travel documents (tickets, hotel confirmations, and boat tickets) are available and communicated to the relevant employees in a timely manner.\

Carry out other administrative tasks as instructed by the supervisor to support smooth office operations.

Coordinate with the Branch Manager and plumber team regarding job cards and customer work progress.

Coordinate with the Finance/Accounting team regarding customer invoicing and billing processes.

Coordinate with the warehouse/logistics team regarding stock availability and e-commerce ordering needs.

Coordinate with all departments regarding business travel ticket booking requirements.

Receive and provide initial information (services, general estimates, portfolios) to potential clients who come directly (walk-in) to the office, as well as forward the lead data to the Manager for further bidding and negotiation process.

Responsibilities :

Responsible for the quality of customer service provided via telephone, WhatsApp, email, and in-person visits.

Responsible for the accuracy and timeliness of customer invoicing and monthly billing reports.

Responsible for the accuracy of plumber work data and equipment orders entered into Asana.

Responsible for the smooth procurement of project/service supplies through e-commerce.

Responsible for the accuracy and completeness of the business travel ticket booking process.

Placement in Tropical Pool Branch Umalas