Executive Coordinator for Head of Construction - Assets

About the role

This role will support the delivery of Samara Lombok projects by coordinating schedules, documentation, reporting, cost and procurement administration, logistics and stakeholder actions. The role acts as a central link between site teams, consultants, contractors and management, ensuring project information is accurate, current and traceable and that actions, approvals and deliverables progress on time. Strong document control and follow-through are essential.

Key responsibilities

• Coordinate day-to-day project activities between site teams, consultants, contractors, suppliers and management.
• Maintain project timelines, milestones, deliverable registers and look-ahead trackers; flag slippage, dependencies and overdue items early.
• Follow up outstanding actions, RFIs, submissions, approvals and management decisions through to closure.
• Maintain complete project documentation including contracts, drawings, permits, reports, correspondence and technical records.
• Control document numbering, filing, distribution and revisions so teams are working from current approved information.
• Prepare meeting agendas, minutes, progress reports, correspondence, proposals, agreements and internal project documentation.
• Maintain project data across ERP/CRM platforms, document-management systems and internal trackers, ensuring accuracy and integrity.
• Compile regular reporting on progress, costs, procurement, resources and operational performance and support data analysis for decisions.
• Assist with budgets, invoices, payment tracking, procurement documentation, vendor records and contract-administration requirements.
• Coordinate material deliveries, site logistics, inventory follow-up, resource requirements, site visits and inspections.

About you

• Bachelor's degree in Construction Management, Civil Engineering, Architecture, Project Management, Business Administration or a related discipline.
• Minimum 5 years of relevant experience in project coordination, project administration, document control or project controls within construction or property development.
• Strong capability in document control, revision management, action tracking, meeting minutes and structured project reporting.
• Working understanding of construction schedules, procurement, budgets, invoices, contracts, permits and approval workflows.
• Strong proficiency in Microsoft Office, particularly Excel, plus confidence using ERP/CRM platforms and project tracking systems.
• Highly organised and accurate, with strong follow-through, stakeholder communication and the ability to manage competing deadlines.
• Working proficiency in English and Bahasa Indonesia, with willingness to be based in Lombok and work closely with active project sites.

About us

Samara Lombok is a construction and development organisation based in Lombok, Indonesia, delivering projects across the hospitality, resort, villa, residential and mixed-use sectors.