Operations and Office Manager

This is an RMIT University role based at RMIT’s Southeast Asia Hub in Jakarta, Indonesia. The Southeast Asia Hub is RMIT University’s strategic platform for strengthening the University’s engagement and partnerships across Indonesia and the broader Southeast Asian region.

As the Operations and Office Manager, you will play a key role in establishing and supporting the effective day-to-day operations of RMIT’s Southeast Asia Hub. Working closely with the Director, Indonesia and colleagues across RMIT, you will provide high-quality operational, administrative and executive support that enables the Hub to deliver its strategic priorities.

This is a broad and hands-on role spanning office operations, executive support, finance and procurement administration, events and visiting delegations, vendor management, HR administration and operational compliance. You will help ensure that the Hub operates efficiently while providing a professional and seamless experience for RMIT colleagues, partners and other stakeholders.

As part of a newly established RMIT presence in Indonesia, this is an exciting opportunity for someone who enjoys working in a dynamic environment, building effective systems and processes, and contributing to the growth of an international organisation.

Key responsibilities

• Manage the day-to-day operations of RMIT’s Southeast Asia Hub in Jakarta, including office administration, facilities, procurement and operational processes.
• Provide high-level executive and administrative support to the Director, Indonesia, including diary and meeting coordination, travel arrangements, correspondence and briefing materials.
• Coordinate financial administration, including purchase orders, invoices, expense reconciliation, budget monitoring and vendor payments, in accordance with RMIT policies and procedures.
• Manage procurement activities, office contracts and vendor relationships to support Hub operations and strategic initiatives.
• Support recruitment, onboarding and administrative HR processes for Hub staff.
• Coordinate meetings, workshops, conferences, executive visits, partner engagements and other RMIT events hosted or supported by the Hub.
• Coordinate visits and delegations from RMIT and external partners, including itineraries, meeting schedules and logistical arrangements.
• Maintain operational records, documentation and reporting systems in line with RMIT governance requirements, policies and relevant local regulations.
• Collaborate with RMIT Colleges, Schools and professional portfolios across the University to support partnership activities, strategic projects and operational priorities.
• Identify and implement opportunities to improve systems, processes and ways of working as the Southeast Asia Hub continues to grow.

About you

You are an experienced operations or office management professional who enjoys bringing structure and organisation to a dynamic environment. You are comfortable managing multiple priorities, working with senior stakeholders and taking ownership of the details that enable a team to operate effectively.

You will bring:

• Demonstrated experience in office management, business operations or executive administration.
• Experience providing high-level executive support, including diary management, travel coordination, meetings and executive documentation.
• Experience in finance and procurement administration, including invoices, purchase orders, budget tracking and vendor management.
• Strong organisational and project coordination skills, with the ability to manage competing priorities and meet deadlines.
• Experience coordinating meetings, events, executive visits and stakeholder engagements.
• Strong interpersonal and communication skills and the ability to work effectively with stakeholders across different cultures, functions and organisational settings.
• Initiative, sound judgement and discretion, particularly when handling confidential information and resolving operational matters.
• Proficiency in Microsoft Office and experience working with enterprise business systems.
• A continuous-improvement mindset, with an ability to identify opportunities to make processes more efficient and effective.
• An undergraduate qualification and/or extensive relevant professional experience.

Experience working in higher education, an international organisation or a partnership-driven environment would be highly regarded.

About RMIT University and the Southeast Asia Hub

RMIT University is a global university of technology, design and enterprise, with more than 96,000 students and close to 10,000 staff globally. RMIT's mission is to help shape the world through research, innovation and engagement and to create transformative experiences that prepare students for life and work.

The RMIT Southeast Asia Hub in Indonesia is RMIT University's strategic platform for engagement across Indonesia and the broader Southeast Asian region. Based in Jakarta, the Hub strengthens RMIT's long-term partnerships with government, industry, universities and communities, bringing together expertise from across RMIT to support education, research, innovation and workforce capability initiatives.

As a newly established regional Hub, the team works in an entrepreneurial and collaborative environment that values initiative, innovation, adaptability and partnership