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Administrative Assistant

5 months ago

Jakarta, Indonesia Cushman & Wakefield Full time

**Job Title**

Administrative Assistant
**Job Description Summary**

This position is responsible for managing and coordinating the administration of the project(s) to Clients on behalf of C&W. He/she will be assigned to the project(s), working alongside the Client’s team and report to Project Manager in the respective project(s).

**PRINCIPAL RESPONSIBILITIES**

**Technical**:

- Assist the project managers in day-to-day project work: scheduling, filing, and any other ad hoc tasks as assigned by the company.
- Coordinate and monitor the project activities of sub-contractors and other third-party vendors in term of administration.
- Understand and perform document control functions in accordance with on-site policies and procedures.
- Participate in the continuous updating and creation of accurate as-built documents, assist with the research and preparation of field change requests to resolve design issues.
- Attend project coordination and owner/contractor/architect/engineer meetings as required.
- Respond and follow up the client special requests and post-move relocation concerns where required.
- Perform additional assignments and responsibilities as requested by supervision.

**Administration**:

- Responsible for the daily functions of the department/office. He/She will be a core member of the team, in charge of managing all administrative functions, including, but not limited to: mailing lists, suppliers, databases, events, monthly reports and other ad-hoc projects.
- Assist the project managers in coordinating project, generating schedules and reports, and updating project information, both at head office and on-site, and also assist in preparing the project report based on info from PM.
- Arrange internal and external meetings as requested by coordinating the attendance of all invitees, book and set up meeting room based on requirements, fulfill any special requests required for each meeting, reschedule any meeting as required and update the participants, coordinate and organize the catering (if requested), and coordinate with other department (internally) and externally (Clients and or Asia Pacific offices).
- Support department’s member in preparing proposal and presentation.
- Responsible for filing management, keeping and monitoring the legal document of the company for tender requirement purposes.
- Perform travel management for business purpose, i.e. book both domestic and international flights according to timeframes and communicate for any changes and updates, arrange the accommodation (if requested), prepare cash advance and other trip expenses and provide the Trip Report to be finalized to Accounting Department.
- Prepare and monitor all invoices by Internal Invoicing System (together with the manager of procurement); process the invoices to get an approval; and report the outstanding invoices to the Head of Department.
- Manage and monitor the petty cash; prepare the Cash Advance and report the expenses to Finance Department on monthly basis.
- Manage the usage of taxi vouchers, compile the receipt voucher, and report the taxi voucher expenses to Finance Department.
- any other ad hoc tasks as assigned by the company.

**KEY SKILLS AND CAPABILITIES**
- Strong computer skills - proficiency in MS Office (Word, Excel & Power Point) and MS Windows.
- Excellent organizational skills, good communications skills and ability to work with people of all levels.
- Have professional disposition and strong business acumen.
- Ability to operate “Engage” for department.
- Ability to effectively manage multiple tasks and projects simultaneously, work to deadlines, prioritise and juggle between tasks, solve problems, and work effectively under pressure.
- Ability to work independently as well as team player with a “can do” attitude.
- Ability to deliver information to the team.
- Commitment to quality and a thorough approach to work.
- Ability to produce high quality documentation (reports, specifications, requirements, etc.)

**PROFESSIONAL EXPERIENCE**
- Secretarial degree/ diploma.
- Minimum 2 years of experiences in administration and secretarial field, experience in project is preferable.
- Exposure to Project Management operations in Jakarta and through project assignments.
- Work location in Jakarta