Lowongan Office Manager (with HR and Finance Experience)-PT Arup Indonesia

Office Manager (with HR and Finance Experience)-PT Arup Indonesia

Jakarta Pusat (Jakarta Raya) | Ditayangkan: 17-November-2017 | Tutup pada 17-December-2017

Arup is the creative force at the heart of many of the world’s most prominent projects in the built environment and across industry.
Established since 1946, Arup is a global design, engineering and business consultancy with over 11,000 staff spanning 90 offices in 38 countries. We draw upon our multidisciplinary expertise, working to achieve the best total solution based on the pillars of sustainability: environmental integrity, economic viability, social welfare and efficient resource utilisation.
We summarise our mission in one statement: we shape a better world. This encapsulates our team-working, creativity, sustainability principles and global nature; as well as recognising the significant role we, with our clients and collaborators, play in leaving a legacy for future generations to come.
(image © Darren Soh)

We are currently seeking for a Business Administrator cum Office Manager to join the PT Arup Indonesia office in Jakarta, Indonesia.
The focus of this role is to provide efficient and effective operations of all aspects of office activity on a day-to-day basis, including management of all office facilities, support to the Indonesia office and to the Office Leader where appropriate, and support all business activity.  The role requires a broad skill base, a high degree of technical capability, problem solving capability, flexibility and professionalism.  It also requires strong interpersonal and relationship building skills.
The position is largely a “stand-alone” and “hands-on” role, working as the coordinator of the support function within the Indonesia office (in relation to Finance, Human Resources, Office Management, Business/Project Administrator and HSE).  This would involve frequent contact with leaders and staff across Singapore, Indonesia and Arup globally.    
Office Management
  • Co-ordinate and supervise support personnel, workload and activities
  • Co-ordinate office QA/filing system and induct new staff in the operation of the system
  • Manage all office facilities, in association with other support groups (Finance, IT, HR and etc.)
  • Ensure office compliance with Arup standard templates and Corporate Style Guidelines in documents prepared within the office.
  • Oversee management of office maintenance, repairs and office cleanliness
  • Assist with office and site safety; compliance with building health, safety and fire regulations
  • Manage relationships with vendors, service providers and landlord
  • Coordinate with IT department on all office equipment
  • Manage contract and price negotiations with office vendors, service providers and office lease (coordination with leader and finance)
  • Provide general support to visitors (hotel reservation, transportation or others)
  • Manage executives’ schedules, calendars and appointments
  • Monitor and maintain office supplies inventory
  • Manage internal staff relations
  • Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
  • Participate in Australasia Region Administration Network.
Human Resources
  • Deliver a quality generalist Human Resources service and for liaising with external providers and internal specialists to ensure that the Firm’s employment practices are in line with the legislative requirements and with “good practice”.  Generalist activities include
    • Recruitment and Manpower
    • Employee Relations
    • Appraisal and Performance Management
    • Compensation and Benefits
    • Training and Development
    • HR Data Management
  • Manage a full process of work permit (including liaising with the consultant)
  • Manage related with permit or administration process of company to local government (Manpower dept. or others)
  • Support for activity and liaise with BPJS Kesehatan and Ketenagakerjaan Organization
  • Manage the health and insurance policies for the office (including liaising with the health and insurance vendor)
  • Liaise with tax office and tax consultant on finance and tax matters
  • Follow up with clients of the firm for tax receipts and any outstanding payments
  • Provide assistance with Faktur Pajak Application (ex. Faktur Pajak Number, validity of Faktur Pajak certification, and others)
  • Manage incoming invoice and liaise with the finance team in Singapore
  • Manage BPJS Kesehatan and BPJS ketenagakerjaan administration (ie. invoicing, info update and report submission)
Project Management Support / Business Administration
  • Support for tender procurement submission
  • Liaise with the potential client related with project administration
  • Support for project document translation and distribute to the team member
  • Assist project manager in all administration functions and processes
  • Prepare, organize, and distribute all necessary project materials
  • Attend project meetings (if necessary) and take notes
  • Support the firm’s compliance in maintaining ISO 9001, OHSAS 18001 and ISO 14001 requirement
  • Other duties as required to successfully undertake the role
  • Degree qualified
  • Minimum 4 years of experience in office administration, Human Resources and Finance administration (Having experience in setting up a new office environment will be an advantage)
  • Possess strong office administration skills and multi-tasking skills
  • Possess basic knowledge on Indonesia HR employment regulation and law
  • Highly organised and able to effectively prioritise even when demands are significant
  • Good communication and interpersonal skills (including formal and informal presentations, written communications and reports)
  • Good literacy and numeracy skills
  • Proficient in Microsoft Office:
    • Outlook 2007 or similar (Intermediate)
    • Word (Intermediate)
    • Excel (Basic - Intermediate)
    • PowerPoint (Intermediate)
To apply for the role, please visit our website at www.arup.com/careers.

Many of Arup’s projects leave a legacy to subsequent generations: a legacy that outlasts any one individual. With 10,000 projects going on at any one time, Arup is doing the best possible job for current and future generations. Putting sustainability at the heart of its work is one of the ways in which Arup exerts a positive influence on the wider world. Put simply, Arup people are driven to find a better way.

Arup’s independent ownership structure gives conviction a place in its decision-making, alongside the needs of clients and commercial imperatives. The result is clear-sighted, thoughtful decisions about its priorities as a business and as a member of society.

Arup influences many people’s lives through its projects. Shaping a sustainable future – particularly through the urban environment – will be one of the greatest challenges in the 21st century. Arup is rising to the challenge: investing in research, innovating and creating better solutions for its clients and the wider world.
“…our lives are inextricably mixed up with those of our fellow human beings, and that there can be no real happiness in isolation…” Ove Arup, 1970.

ALAMAT : PT Arup Indonesia
Sahid Sudirman Centre, 56th Floor, JL. Jend. Sudirman, Kav. 86, Jakarta 10220

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