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General Manager Assistant

14 hours ago

Kabupaten Badung, Bali, Indonesia PT Bamboo Pure Full time
General Manager Assistant

Department: Program & Operations

Reports To: General Manager

Work Location: PT. Earth Friendly Living

1. Role Summary

The General Manager Assistant supports the General Manager in overseeing day today operations of Bamboo U, with a strong focus on course delivery, participant experience, safety, and cross department coordination. This role ensures courses run smoothly from preparation to wrap up, maintains clear communication across teams and partners, supervises the Program Team, and keeps documentation, SOPs, and follow ups accurate and up to date. This role will act as the General Manager on ground representative, proactively identifying risks, coordinating solutions, and especially maintaining operational stability during active course periods.

2. Main Responsibilities

A. Operational Support to General Manager: Supports the General Manager in broader operational and strategic tasks.

●      Support General Manager with daily operations and follow-ups

●      Monitor cross department projects and ensure progress against deadlines.

●      Manage operational communication with internal teams and external partners

●      Ensure SOPs, guides, checklists, and reports are accurate, updated, and organized

●      Prepare MoM, track action points, and deadlines during related meeting

●      Brief the General Manager on on-site conditions, urgent issues, and course progress

●      Step in as acting operational lead when the General Manager is off-site or unavailable

●      Act as escalation filter, handling routine issues and escalating only critical matters

●      Support preparation of internal reports and operational documentation requested by the General Manager

●      Surface on-ground realities, constraints, and risks that may impact General Manager decisions

●      Coordinate directly with department heads for routine matters with General Manager approval

B. Bamboo U Course Operations, Logistics and Coordinations: Responsible for ensuring every course in Bamboo U is prepared, executed, and closed smoothly.

●      Oversee and ensure end to end course operations (prep → delivery → wrap-up)

●      Act as the central coordination point with facilitators and internal teams

●      Serve as the primary on-site contact during courses and respond to participant needs

●      Maintain participant data, bookings, and course-related records

●      Ensure safety protocols are followed, handle First Aid Kit and others safety equipment needed

●      Monitor team workload and wellbeing

●      Support onboarding of temporary staff and facilitators

●      Coordinate logistics with on-site teams (Carpenter, Housekeeping and Kitchen team) and ensure materials, handouts, tools, and equipment readiness before courses

●      Resolve on-site issues promptly during courses

●      Maintain a warm, professional participant experience

●      Handle participant ID/passport coordination for permits with HR

●      Support feedback collection and post-course evaluation

●      Coordinate room assignments, workshop spaces, and daily venue changes with Program team and Housekeeping before course

●      Coordinate meal schedules, dietary requirements, and break times with Kitchen team

3. Additional Course Related Responsibilities

●      Oversee merch shop operations during courses, including stock, sales recording (MOKA), and reporting

●      Support online session as host (setup, participant flow, basic troubleshooting)

The key priorities of this role are to ensure the smooth and safe execution of all courses, maintain clear and effective coordination across departments, and keep documentation, reporting, and follow-ups accurate and up to date. The workload follows the course schedule, with higher intensity during active course periods that may require flexibility, including weekends or extended hours, and lighter responsibilities during non-course periods.

4. Required Skills & Qualities

A.    Technical & Operational Skills:●      Strong organizational skills with attention to detail.

●      Clear communication in English and Indonesia language (written + verbal)

●      Experience in event management and hospitality.

●      Experience managing schedules and multiple across team coordination

●      Familiar with tools like Google workspace, design platforms (Adobe, Canva, etc) and project management platforms (Click Up, Notion, etc)

Additional Skill (Nice to have):

●      Comfortable handling basic sales reporting

●      Experience managing small scale retail or merch operations.

●      Basic understanding of logistics and inventory management related

B.    Interpersonal & Soft Skills●      Friendly and people oriented communicator

●      Emotionally aware and able to handle sensitive situations

●      Calm, practical, and solution focused under pressure

●      Comfortable working with multicultural teams and clients

●      Proactive and comfortable operating in a fast changing environment.

●      Detail oriented and attentive

5. Preferred Experience:

●      Experience in events and workshops, or hospitality-based operations.

●      Experience supervising or supporting small teams and cross department coordination.

●      Exposure to on-site operations involving facilities, logistics, or workshop environments.

●      Experience handling basic reporting and operations documents

●      Experience managing inventory, or small retail operations.

6. Success in This Role Looks Like:

●      Courses operate smoothly day to day with minimal need for General Manager involvement

●      Departments execute their responsibilities clearly and on schedule

●      Participants receive timely information and on-site support throughout the course

●      Course documentation, reports, and follow-ups are completed accurately and on time