Office Manager

Key Responsibilities

1.     Office & Administrative Management

·       Manage the daily administrative and operational activities of the Indonesia Representative Office.

·       Ensure the office operates in an organized, efficient, and professional manner.

·       Manage office facilities, equipment, supplies, utilities, maintenance, and other general office requirements.

·       Maintain proper filing and document management systems for company records.

·       Prepare and maintain official correspondence, letters, reports, statements, and administrative documents.

·       Monitor important administrative deadlines and agreements.

·       Coordinate internal administrative procedures in accordance with company policies and Head Office requirements.

2.     Government Licensing & Regulatory Compliance

·       Coordinate the application, renewal, amendment, and maintenance of company licenses, permits, registrations, and certifications required for the Representative Office and its business activities.

·       Coordinate with government authorities, licensing agencies, consultants, and professional service providers regarding regulatory and licensing matters.

·       Monitor the validity periods of company licenses, including business licenses, construction-related licenses, energy-related licenses, certifications, and other relevant permits.

3.     Expatriate & Immigration Administration

·       Coordinate with immigration consultants and relevant government authorities regarding visa and immigration applications, extensions, and reporting requirements.

·       Prepare and maintain expatriate documentation, including passports, visas, ITAS, work-related documents, tax registration, BPJS, and other required records.

·       Monitor visa and permit expiry dates and initiate renewal processes in advance.

4.     Procurement & Vendor Management

·       Coordinate procurement of office supplies, equipment, services, accommodation, transportation, and other operational requirements.

·       Obtain and compare quotations from vendors and service providers.

·       Coordinate negotiations with suppliers and service providers when required.

·       Prepare procurement-related documents and coordinate approval processes with management and Head Office.

·       Maintain vendor databases, contracts, quotations, invoices, and supporting documentation.

·       Coordinate with Head Office Procurement and Finance teams regarding procurement procedures and payment requirements.

Office Manager – Requirements

• Bachelor’s degree in Business Administration, Management, Public Relations, Human Resources, or a related field.

• Minimum 1 year of experience in office administration, office management, executive assistance, or a similar position. Fresh Graduate are welcome.

• Proven experience in managing daily office operations and administrative activities.

• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.

• Excellent written and verbal communication skills in English and Bahasa Indonesia.

• Good interpersonal and coordination skills, with the ability to communicate effectively with management, employees, clients, vendors, and external parties.

• Ability to work independently and under pressure while maintaining accuracy and attention to detail.