Administrative Specialist

Key Responsibilities

1. Office Setup & Facility Management

• Assist in setting up the new office, follow up on renovation progress, supervise the construction site, and coordinate with

contractors and suppliers.

• Manage the procurement, inventory and daily maintenance of office supplies and equipment.

• Oversee daily office operations (utilities, cleaning, security, network and communications) to maintain a safe and tidy workplace.

• Manage company vehicle scheduling, usage records and maintenance.

2. Travel & Visitor Reception

• Arrange itineraries for HQ staff and client visits, including flights, hotels, meals, airport transfers and local transportation.

• Coordinate meetings, site visits and business activities during visits, and provide reception support.

• Assist with travel expense reimbursement and related documentation.

3. Expatriate Visa & Relocation Support

• Process visas (VITAS/KITAS) and work permits (IMTA/RPTKA) for expatriate employees.

• Liaise with government authorities such as the Immigration Office and the Ministry of Manpower, follow up on

approvals, and ensure full compliance.

• Assist with accommodation arrangements and onboarding support for expatriates (SIM card, bank account, driving license conversion, etc.).

4. Government Relations & Documentation

• Maintain daily communication with government authorities and handle compliance-related administrative matters.

• Establish and maintain the company's document filing system (physical and electronic).

5. Daily Administration & Cross-department Support

• Assist HR with administrative tasks (attendance statistics, employee activity organization, document filing, etc.).

• Handle meeting arrangements, minutes taking, and provide translation and communication support in Chinese-English / Chinese-Indonesian as needed.

• Handle daily correspondence, calls and visits; record and reimburse basic company expenses (petty cash, bills, etc.).

• Perform other administrative duties assigned by superiors.

Job Requirements

• Education: College diploma or above in Administration, Business Administration, Secretarial Studies, Business

Management or a related field.

• Experience: 3+ years of administrative or General Affairs (GA) experience; experience in multinational companies or manufacturing is preferred.

• Language: Fluent in Bahasa Indonesia and English (written and spoken).

• Skills: Proficient in Microsoft Office (Word, Excel, PowerPoint); strong organizational, coordination, communication and multitasking skills.

• Others: Detail-oriented and responsible, with a strong sense of confidentiality and the ability to work independently.