Job Description Summary:
The Visitor Relations Coordinator manages all external stakeholder visits to Head Office, corporate, and operational sites in our Upstream and Downstream businesses in Indonesia. The postholder reports to the Head of Stakeholder Engagement within the Sustainability & Communications Division.
Job Description:
Visit SOP Development, Planning, and Budget Control- Collaborate with internal teams' relevant external stakeholders to understand the purpose and objectives of site visits.- Serve as the primary point of contact for all communication related to site visits.- Communicate visit details, expectations, and requirements to both internal and external participants.- Assist in managing the budget for site visits, ensuring cost-effectiveness and adherence to financial guidelines.- Develop comprehensive plans for each site visit, including schedules, agendas, and logístical details based on the purpose and objective of the site visits.- Utilise project management tools and other relevant communications channels to inform, organise and report progress for each visit to related stakeholders.- Identify key areas of interest in the company related to corporate, upstream and downstream operations, sustainability practices, use of technology and innovation, R&D, and other relevant areas.- Develop and implement SOP for external stakeholder visits to company sites, including periodic review and improvement of SOP, or development of additional SOPs, as needed
Logistic Coordination- For field and facilities visits: Arrange transportation, accommodation, and coordinate for any necessary permits for site visits.- For corporate HO visits: Book meeting rooms, arrange relevant IT and AV support as well as coordinate schedules of participating staff.- Coordinate with on-site personnel to ensure facilities are prepared for visitors.- Prepare and distribute relevant documentation, including itineraries, safety guidelines, and background information on the site being visited.- Ensure that all necessary paperwork, permits, and clearances are obtained in advance.
On-Site Support:
- Facilitate smooth on-site logistics, providing support to visitors and addressing any issues that may arise during the visit.- Coordinate with on-site staff to ensure visitors have the necessary resources and information.- Facilitate question-and-answer sessions, addressing inquiries from visitors and providing additional information as needed.Stakeholders Relations:
- Build and maintain positive relationships with stakeholders, including but not limited to clients, customers, employees, government entities, and community groups.- Foster a sense of trust, transparency, and collaboration.- Gather feedback after visits to assess satisfaction and identify areas for improvement.
Host/Guide- Conduct guided visit/tour based on the plan, providing visitors with detailed information about company's operation, sustainability practices and key point of interest.- Share relevant information about the company's history, mission, values, and achievements.- Provide insights into the company's industry, products, and services.
Safety and Compliance:
- Ensure that all site visits adhere to safety regulations and compliance standards.- Work with relevant teams to address and resolve any safety concerns.
Post-Visit Reporting:
- Compile post-visit reports, summarising key findings, feedback, and recommendations.- Share insights with relevant stakeholders to support continuous improvement.- Support communications team in gathering data, interview, stories, photos and videos from the field for the development of content
Continuous Learning:
- Stay informed about updates and changes within the company to provide accurate and current information to visitors.- Participate in training sessions to enhance knowledge about the company and its operations.
Job Requirement:
- Bachelor's degree in Public Relations, Event Management or other Mass Communications discipline, or experience in a public facing, presentational role, such as air steward, FnB/Entertainment host or customer service facing role- 3-5 years of working experience in related stakeholder engagement or guest services role where ensuring quality of experience, and conveying complex information in clear and accessible ways was required.- Demonstrable public speaking and presentation skills.- Demonstrable project management, organisational and multi-tasking abilities.- Excellent verbal and written Bahasa Indonesia and English skills.- Proven experience in stakeholder engagement, public relations, or a similar role.- Excellent communication, negotiation, and interpersonal skills.- Ability to understand and balance the needs of diverse stakeholder groups.- Ability to work collaboratively in a fast-paced environment.- Willing to be located in Head Office Jakarta
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