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HR and Office Administrator

2 weeks ago

Jakarta, Indonesia Ingenious Job Full time

Category:

- Human Resource
- Industry:

- Engineering - Electrical / Electronic / Mechanical
- Location:

- Indonesia - Jakarta
- Education:

- Unspecified
- Country:

- Indonesia
- Salary Range:

- 15000000.0-16000000.0
- Experience(Min):

- 9-10years
- Job Type:

- Full Time Permanent- Requirement:
- 5-8 years in HR & Administration Experience.
- Responsibilities:
**Receptionist**:

- Ensure office reception area is always manned.
- Handle all incoming calls and forward calls to respective employees.
**Office Admin.**:

- Focal point to procure all office supplies (stationery etc), refreshments (pantry supplies & weekly lunches, etc) & any other ad hoc purchases required by employees upon obtaining proper approvals.
- Ensure that all monthly utility bills are processed and paid on a timely manner.
- Ensure all office equipment eg. photocopiers, fax machine, coffee machines, water filter, etc are well maintained and in good working order.
- Act as main liaison between us and Building Management, reporting faults and highlighting problems faced by us to Building Management's attention.
- Act as local IT support by working closely with the regional IT team (including but not limited to server equipment, telephony, internet, 3rd party local IT vendor, etc.).
- Focal point for employee's general letter issuance - Letter of Invitation, General employee documentation.
- Focal point for Record Retention. Appointed as Record Retention Officer. Ensure that filings are in order.
- Support any business-related events that require logistic assistance / coordination.
- Tenancy agreement focal point for office, employees on secondment and for expatriate (if any) ==for supplier agreement as well (i.e. car rental)==
- General office administrative support when necessary.
- Daily routine courier and/or driver schedule (delivery/collection of documents, invoices, taxes, etc.).
**Finance Support.**:

- PO issuance to vendor.
- Prepares office expenses on Bizdoc for approval.
- Maintain Petty Cash.
- Receives supplier invoices and process for PO & Receipt in Oracle.
**HR Support.**:

- Annual Leave administration.
- Medical benefits focal point.
- Onboarding and Offboarding (end to end).
- Involve in recruitment activities.
- Facilitate management in manpower planning including recruitment, resignation, promotion, and employee engagement.
- Coordinate employees' training and development programs.
- Maintain employee records and Personal files and other HR-related.
**Legal.**:

- Close communication with the company's legal.
- Liaison officer for all local statutory offices especially on office licensing.
**Sales Administrative Support.**:

- Tender preparation, submission and other required documentation.
- Liaison officer for document translation as most of the local documents are in the local language.
- Communication with stakeholders - client, procurement, legal.
- To attend pre-bid meetings to make sure all paperwork requirements are well prepared and informed.
- To make sure all legal administrative document for tender/contract is valid and updated (i.e. business membership (yearly), client's vendor database (when there's any update/changes in the Company, domicile letter (yearly), etc.).
- To attend Client's vendor's days (yearly), HSE socializations (lately on covid-19), Procurement & Finance socialization update.
**HSE Focal Point.**:

- Administrative support for HSE to provide data and information such as but not limited to:

- LTI hours,
- Labour hours,
- Covid-19 situation management,
- Indonesia situation,
- Focal point for Sendword Now.
**Travel and Immigration focal point.**:

- Focal point for hotel, flights and car rental for visiting employees.
- Immigration focal point for incoming and expatriation purposes.
- Prepares Paradigm's employee "Approval for Travel" (AFT) on Bizdoc for approval.