Legal&Admin Coordinator

What you’ll do?- Building Permits
You will own the building permit workstream across our active projects end-to-end. This includes handling the admin-heavy stages in-house, and managing and coordinating the external building permit consultants who cover the more specialised parts of the process — keeping everything moving on one clear timeline. Specific tasks include (and are not limited to) :

•     NPWPD Usaha — preparing and submitting the application for the business taxpayer number tied to each project (typically one per global SLF / PBG).

•     NPWPD ABT — managing the groundwater extraction taxpayer registrations, with the number of registrations driven by how many sumur bor (wells) a project has.

•     SKL — obtaining the Surat Keterangan Lunas (tax clearance certificates) and tracking quantities required per project.

•     Consultant coordination — managing the external permit consultants engaged on each project: briefing them, tracking deliverables and timelines, reviewing submissions before they go out, and holding them accountable to milestones.

•     Preparing and assembling document packages for each submission stage; chasing missing inputs from project teams.

•     Coordinating with our field agents who handle Kedinasan visits and on-the-ground follow-ups.

•     Maintaining the Building Permits tracker, keeping status accurate and current, project by project.

•     Driving the PBG / SLF process through to completion and supporting handover-stage permits per villa.

•     Annual PBB (property tax) filings across the portfolio.

What you’ll do — Sublease Admin
Coordinate the sublease process for our international clients, working with our notary and the operations team.

•     Preferred domicile in Bali. 

•     Emailing clients our standard data-collection template and collecting the information the notary needs to draft the sublease.

•     Passing client data to the notary, who drafts the sublease agreement.

•     Sending clients the standard POA for signing.

•     Coordinating signing slots with the notaris and attending on Balitecture’s behalf (clients do not attend signings).

•     Coordinating PPh payment with the Accounting team.

•     Sending executed hardcopies to clients via DHL and confirming receipt.

•     Filing originals and scanning into our internal system.

•     Keeping the Subleases tracker up to date.

 Required :

•     3+ years experience in property or legal admin, ideally in a Bali villa, notary office or property consultancy context.

•     Demonstrated, hands-on experience with the Bali permit ecosystem — PBG, SLF, NPWPD (Usaha and ABT), SKL, PBB, and the practical workflows behind them in Badung and/or Denpasar.

•     Familiarity with sublease and POA processes for foreign-owned villas in Bali.

•     Strong written English. Client emails go to buyers in the US, EU, AU and SG.

•     Detail-oriented and well-organised. Comfortable juggling multiple deals and dozens of project files in parallel without dropping balls.

•     Comfortable working in digital tools (Google Sheets, Drive, internal web apps).

•     Discreet and trustworthy with sensitive client and corporate documents.

•     Law degree (S.H.) or legal / notarial diploma.

•     Existing relationships with notary offices and Dinas PUPR / BPN contacts in Bali.

•     Familiarity with PT PMA compliance (LKPM, NIB, BKPM filings).

•     Prior experience inside a villa development firm or property consultancy.