The Job
Office Management
Manage the relationship with vendors/ suppliers and external service providers i.e. telco operator, internet provider, cleaning services, etc
Work alongside with Finance in maintaining a budget for office expenses.
Handle procurement or purchase request from internal/external stakeholders
Respond to emergency situations or other urgent issues involving the facility
General administration duties including maintaining of copier machine and other office equipment etc repair and maintenance for office equipment
Maintain and replenish of pantry and stationeries control
Liaison with Travel Agent, Airlines and Hotel Reps. for Corporate rates
Assist in arrangement for hotel reservations for events, meetings etc
Travel and visa arrangement for Indonesia office; assist and handling of visas for local and region request
Postage / mail handling, courier service arrangement
Liaison with the landlord on structural issues, problem resolution with the office space, fire safety and security etc
Business name card printing arrangement
Support HR and IT with onboard preparation i.e. laptop set up, issuance/ update of staff security access pass
Provide the front line of visitor hospitality, ensuring guests are cordially received in a prompt manner and directed to the proper meeting place
Maintains and updates the Asset Register including asset tagging
Acts as the liaison for all visitors coming from other Believe entities worldwide.
Perform general administrative and secretarial duties including corresponding with internal and external stakeholders
Contact point for all IT related issues coordinating with Believe Helpdesk/ Security for IT asset management lifecycle to include receiving hardware deliveries, unboxing and secure storage of all hardware and software, printer setup, and remote troubleshooting assistance, etc
Supporting other Executive in terms of calendars, claims etc
Executive Assistant
Personal admin support to Indonesia management team
Managing and coordination of complex calendars and organising meetings and appointments for managing director
Assisting the managers/executives of important tasks and deadlines
Organization of meetings including the preparation of reports and follow-up of actions
Organization of travel, update of organizational charts
Preparation of presentation documents for working committees
Organizing events and conferences
Monitoring of various transversal projects
Qualifications
Proficient in English and Bahasa
Ability to maintain a high level of accuracy in preparing and entering information
Excellent written and verbal communication skills
Good at multitasking and confident in project management
Skilled in the use of Microsoft Office products (Word, Excel. PowerPoint, etc)
Excellent stress management and time management skills
Ability to maintain strict confidentiality in performing duties
A team player with good interpersonal and communication skills.
Able to work diligently and independently and under time constraints
Additional Information
Believe strongly promotes equal treatment regardless of race, ethnicity, nationality, gender, sexual orientation, socio-economic status, age, martial or civil partner status, pregnancy or maternity, physical abilities, religious beliefs, political beliefs, or other ideologies.