Indonesia is one of our key market: our focus is on long-term investments and lasting relationships. We are continuously strengthening our capabilities with investment in high quality infrastructure. To achieve our vision and mission together with our great team, we invite talented individual who seek for challenges to join our company.
Main purpose of Job:
• To provide a high level of secretarial services
• To co-ordinate payments, accounting and tax, with the relevant internal teams
• Manage the facilities provided in the Jakarta office
• To assist the Global Office Manager / Singapore Office Manager
Responsibility:
• To be responsible for Health, Safety and Environmental policy and procedures within the office, and across Indonesia for all staff
• To provide daily management of the Facilities and Reception. Reviewing performance in line with guidelines for cost and quality standards and actively manage development. To implement and monitor relevant company policies and procedures.
Job description
• Secretarial Support internal
o Attend to telephone calls and direct them to team-members and take messages, if needed
o Interact with team members to be pro-actively offer assistance, appointments and queries
o Serve as a primary contact and authoritative information source on the team’s activities and to respond to internal and external inquiries
o Gather, assemble and analyse information and data from various sources in response to the team’s initiatives; assist in the preparation of related reports to ensure that information is timely and accurate
o Prepare agendas, correspondence and memoranda; reviews, routes and answer mail, composing responses for team members as appropriate; types and/or processes proposals and other written information
o Maintain a calendar of activities for the team
o Ensure that the office units are maintained in an organized and tidy condition
o Organize transportation for all guests
o Prepare travel reports for review
• Secretarial Support external
o Liaise with the customers and vendors in respect of meeting schedules and production of timely and accurate reports.
o Assist team members in interfacing with bankers, lawyers, suppliers and customers as well as the relevant authorities on various official matters.
• Arrangements of Flight Bookings, Hotel Accommodation, Visa Application (through the team)
o Liaise with agent / Singapore Trafigura office on travel arrangements (flights, tickets and hotel)
o Ensure the expense claims tally with receipts and enter travel expense claims through Finance
o Arrange hotel accommodation for travelers
o Prepare documentation for Visa Applications and submit applications to Embassy
• To co-ordinate with the internal and external teams in regards to
o Payments
o Accounting
o Tax
o Reporting to relevant government agencies
• Health and Safety
o Implement effective H&S policies within the office as per legislation and best practice
o Ensure all fire attendants & first aiders are trained and informed of any new legislation
o Maintain all relevant H&S documentation in line with local legislation and good practice
• Security
o Liaise with Landlord’s representative to ensure that security procedures are respected
o Manage security systems provided within the office and liaise with security services suppliers for CCTV and security cards system
o Maintain all security systems and process in line with global security policy
o Will be nominated as first key holder with local authorities for all emergencies
• Business Continuity Planning
o Evaluate the office to ascertain requirements in an emergency
o Manage the plan and carry out testing as required
o Be responsible for maintenance of the plan
• Finance / Budget (work with Finance and Procurement departments)
o Undertake annual negotiations of office costs as appropriate
o Approve all office related invoices and ensure in line with contracts / quotations
o Process all overhead invoices
o Proactively review the monthly actual vs budget overhead report and ensure all variations are investigated (NB only for costs that fall under the remit of this role)
o Report on all anomalies of monthly costs to Global Head of FM and local management team
o To help compile the overhead budget for the office on a yearly basis
o To ensure all costs that are under the responsibility of office management are reviewed at least once a year and where applicable put out to tender
• Office Maintenance and Refurbishments (work with Procurement Department)
o To deal with any ad hoc office issues e.g. repairs, replacements etc. including the kitchen facilities.
o Liaison with Landlord’s representative regarding all matters, incl. SLA’s, tenants meetings, service charges
o Manage any refurbishment within the office
o Manage all elements of contractor involvement with the office
o Carry out service level reviews for all subcontracts
• Moves and Changes
o Proactively providing services to visitors (hot desk, IT facilities, hotel) etc
• General Services
o Ensure travel policies are respected
o Coordinate and update the local intranet office info
Attitude
• Sense of urgency and priority
• Conscientious
• Motivated
• Responsible
• Proactive
• Tenacious
Skills:
• Highly organised
• Ability to communicate at all levels
• Analytical Skills
• Proven staff management skills
• Will need to have a good technical knowledge of technical services such as air conditioning and general building services
• A background in property maintenance an advantage
• Knowledge of the travel industry useful
Experience
• Fluent in both Bahasa Indonesian and English, both spoken and written
• Hold working permit for Indonesia
• Minimum of 3-5 years experience in an office management / secretarial position / facilities management
Location
Jakarta, Indonesia
Reporting
Reports directly to Senior Local Office head (both Trafigura and Puma) and to Global Head of Facilities Management (based in Geneva), with interaction with other members of the team in Jakarta and Singapore.
Candidates must be fluent in English
Qualified candidate should submit an application letter together with comprehensive curriculum vitae within 14 days, to : recruitmentindonesia@pumaenergy.com
Please State the Position & the Code as the email subject
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