General Affair Staff

Main Accountabilities: 

1. Administrative Support

• Document Management: Handle documentation related to compliance records. Ensure all documents are organized, up-to-date, and readily accessible.
• Data Entry and Record-Keeping: Accurately enter and maintain records
• Reporting: Generate regular reports on consumable usage, management review.

2. Coordination and Communication

• Internal Communication: Act as the communication hub between departments, Relay messages, organize meetings, and follow up on action items.
• External Communication: Liaise with vendors, suppliers, and customers to schedule services, manage orders, and handle inquiries.

3. Financial and Inventory Support

• Inventory Management: Track supplies, ensuring that essential equipment parts are stocked and available. Notify purchasing when reorder points are reached.
• Budget Tracking: Monitor budget allocations for administrative and operational expenditures.

4. Support to Management and Staff

• Calendar and Travel Management: Arrange meetings, travel, and accommodation for management and technical teams.
• Training and Onboarding Support: Help new employees onboard by preparing necessary documentation, providing them with required safety materials, and coordinating initial training.
• General Administrative Tasks: Handle general office tasks like ordering supplies, answering phones, and maintaining a clean, organized office environment.

5. Continuous Improvement

• Process Optimization: Identify areas where administrative processes can be streamlined or improved for greater efficiency.
• Data Analysis for Operations: Assist management by compiling data and metrics that support decision-making on equipment utilization, maintenance frequency, and downtime reduction.

6. Support to Sales Team

• Support for creating quotation to all customer handled by product representative and key account manager.
• Collective and manage sales data as supporting document for sales manager prepared further sales strategy.
• Acknowledge purchase order by system managed by customer after checked all part number and price appropriate and confirmed by product representative and key account manager.

Requirements:

• Minimum SMA/diploma degree or equivalent with work experience.
• 1 - 2 years of working experience in the same field.
• Computer skills must include ability to communicate through Lotus Notes, read and prepare spreadsheets, work with Microsoft word 
  documents, and others.
• Must be able to effectively communicate in Bahasa and English for oral and written communication.
• Planning & Organizing.
• Basic SHEQ (Safety, Health, Environment & Quality).
• General administration and reporting.

Placement : Manado, Sulawesi Utara, Indonesia