**JOB SUMMARY**
The purpose of this position is to provide business operations administrative support to a Facility Manager and/or coordinator with responsibility for a major organizational function/department and/or in support for FM team in general.
**ESSENTIAL DUTIES AND RESPONSIBILITIES**
- Performs administrative duties such as conducting research, updating and maintaining databases, preparing company forms and maintaining confidential files.
- Serves as an administrative liaison to others within/outside the department/company regarding administration issues in areas such as accounting (expense reports), client events, mapping and research (client research).
- Creates and initiates correspondence and memoranda; compiles and prepares data for administrative reports and presentations.
- Responsible for implementing Procure-to-Pay process & compliance in the OFM department
- Work closely with the sourcing team to ensure each budget & PR have the underlying documentation; to mediate with the vendors/suppliers
- Get the approval for special terms and/or payment/tax/invoice/billing issues
- Achieve P2P compliance : contract/underlying docs before PR, PR before invoice, GR before invoice, PO before order-making
- Close completed/unused PRs on a monthly basis and especially for year-end PRs to be GR-ed before new year
- Mediate procurement & AP team with OFM users
- Create & submit budget realisation report on a weekly & monthly basis
- Able to explain budget vs actual spend
- Raise concerns or risk related to the work, immediately to the direct supervisors as part of risk mitigation/prevention
- Support other team in administrative work if necessary, upon approval by the direct supervisor
- Collaborate with Office Helper or other OFM team members, if necessary, to inspect/validate findings as part of analysis and reporting job for any relevant causes/concerns or outliers
- Other duties may be assigned as long as it is relevant to the scope of work mentioned above
**SUPERVISORY RESPONSIBILITIES**
No formal supervisory responsibilities in this position.
May provide informal assistance such as technical guidance and/or training to co-workers.
May coordinate work and assign tasks.
**QUALIFICATIONS**
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
**EDUCATION and EXPERIENCE**
Bachelor degree is required in economics or industrial engineering.
Fresh graduate is allowed but Minimum of one year of related experience and/or training is prefe
**CERTIFICATES and/or LICENSES**
None
**COMMUNICATION SKILLS**
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
Ability to write routine reports and correspondence.
Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
Ability to effectively present information to an internal department and/or large groups of employees
**FINANCIAL KNOWLEDGE**
Requires basic knowledge of financial terms and principles.
Ability to calculate all financial figures.
**REASONING ABILITY**
Ability to understand and carry out general instructions in standard situations.
Ability to solve problems in standard situations.
Requires intermediate analytical skills.
**OTHER SKILLS and/or ABILITIES**
Intermediate experience with Microsoft Office Suite & Google Docs/sheets/slides.
Must have a strong command of the English language and excel in the areas of spelling, grammar and punctuation.
Carrying an advanced excel skill is preferred.
**Job Types**: Full-time, Contract, Fresh graduate
Contract length: 12 months
**Salary**: Rp4,500,000 - Rp5,100,000 per month