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.     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 Mandarin Language, English Language, Business Administration, Management, or related field. Preferably Mandarin Language Major. Fresh Graduate are welcome.

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

• 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.