Admin Executive cum Account Executive

Hiring Company : PT Texchem Indonesia (South Jakarta)

Responsibilities :

Office Administration & Executive Support

• Manage day-to-day office administration and ensure smooth and efficient office operations.

• Provide professional and timely administrative support to executives, including calendar management, meeting coordination, travel, hotel and dining arrangements.

• Handle correspondence, requests and queries promptly and professionally.

• Prepare meeting minutes, reports, presentations, briefs and other business documents.

• Maintain effective filing and documentation systems for both physical and electronic records.

• Monitor office supplies, facilities, IT equipment, access cards, parking cards and other office assets to ensure proper upkeep.

• Maintain leave records and support administrative processes as required.

Purchasing, Sales & Vendor Coordination

• Prepare and process D/A, D/O, invoices, e-P/R, P/O, order documentation and sourcing/purchasing forms.

• Coordinate with suppliers on orders, deliveries, pricing and follow-up matters.

• Maintain good relationships with vendors and support cost-effective procurement of supplies and services.

• Provide sales coordination support, including stock availability, orders, payments, outstanding debts and collection follow-up.

Warehouse, Logistics & Import Coordination

• Coordinate warehouse and delivery activities, including D/O, COA, packing lists, stock reports, incoming goods and stock-taking.

• Liaise with forwarders and relevant parties to prepare PIB and supporting documents for customs clearance.

• Coordinate transportation and delivery of goods to customers.

• Monitor and support import and cargo clearance processes to ensure smooth and timely delivery.

Insurance, Legal & Regulatory Administration

• Coordinate insurance matters relating to goods, office premises, vehicles, cash and inland transportation, excluding Jamsostek/BPJS.

• Manage credit insurance and goods insurance declarations with relevant insurers.

• Maintain and safeguard corporate legal and regulatory documents, including Notary Deeds, BKPM, NIB, import licences and business licences.

• Support preparation of customs claims, including NOTUL claims and appeals to the Tax Court.

• Coordinate visa applications and permits, including working permits, stay permits and RPTKA.

Reporting & Other Support

• Prepare and submit weekly, monthly and quarterly reports to HQ.

• Coordinate with internal departments, suppliers, customers, forwarders and other external parties to facilitate smooth business operations.

• Perform other administrative and operational duties as assigned.

Requirements :

• Minimum 3 years of relevant experience in administrative, accounting, or similar roles.

• Diploma or Degree in Business Administration, Accounting, or a related discipline.

• Good knowledge of office administration, management systems, and procedures.

• Basic knowledge of bookkeeping and accounting principles.

• Proficient in English, with good verbal and written communication skills.

• Proficient in Microsoft Office and common office software.

• Strong planning, organisational, and time management skills.

• Able to multitask, prioritise workloads, and meet deadlines in a fast-paced environment.

• Calm, organised, and able to work effectively under pressure.

• Strong attention to detail with the ability to handle confidential and sensitive information with discretion.