Tjendana Corporate is seeking a Personal Assistant/Office Manager who will be responsible for providing administrative support for the President Director, as well as two to three other General Manager (GM). This person will also ensure smooth operations of a 40 person office that houses multiple lines of business. The position is based in Denpasar-Bali.
Job Scope
Responsibilities will include (but not be limited to) the following;
Meeting Preparation and Follow up:
- Ensure the President and Board of Director is prepared for all internal and external meetings through oversight and organization of all briefing memos, remarks, and additional collateral, coordinating across departments and providing additional input as necessary.
- Strategize and anticipate the President's needs in terms of staff support and accompaniment at meetings.
- Draft meeting notes and follow up actions and ensure communication thereof with all relevant parties.
- Draft follow up correspondence as appropriate.
Communications:
- Manage information flow into and out of the Office of the President and Board of Director, including email prioritization for the President, ensuring follow up with and engagement of appropriate staff.
- Develop and improve templates and formats related to the scheduling process, including request templates, event memos, and agendas
- Maintain relationships with executive and management staff to anticipate needs of President's time, including project approvals and input, calls, and any follow-up items.
Financial
- Liaising with our Accountant and preparing monthly pack of documentation for the Accountant including: sales invoices, purchase invoices, petty cash reports, staff expense reports, credit card reports;
- Managing the approval and payment process of consultant invoices for our major projects
- Assisting the Managing Director with project related finances such as maintaining project filing, keeping track of revenue forecasting and managing timesheet process for the team;
General Office Administration
- Supporting the team with general office administration including answering the telephone, welcoming guests, dealing with the post and deliveries, making travel and accommodation arrangements, keeping our company database updated, purchasing necessary office supplies, and maintaining a clean, and happy environment in the office.
- Reviews and reports on analyst scores and rankings on online travel sites (Expedia, Priceline, Trip Advisor, Google, etc)
- Prints and maintains copies of reports for weekly strategy meetings
IT
As first point of contact for the team with IT queries, you will be responsible for liaising with our IT Manager therefore and enthusiasm for solving IT issues as they arise would be great!
Office Management
- Filing of important company documentation in corporate filing system;
- Managing repairs of office as necessary.
- Coordinates with Housekeeping and Maintenance to ensure that Executive Offices are kept tidy and well maintained
- Ensures that office equipment is operational and appropriately stocked (ie paper in copies, faxes, etc) and maintains maintenance and repair records for office machines
- Orders office supplies and ensures that storage area is fully stocked at all times.
- Obtains necessary approvals from General Manager prior to placement of orders
Project Support
- Research and identify trends in the industry to help identify new product opportunities for menu and product development
- Research and verification of hotel brand standards of all major Franchisees including Marriott, Hilton, IHG and Hyatt
- You will assist the team with various administrative tasks relating to our major projects, specifically maintaining a contact database and dealing with enquiries for our principal project
- Prepare status reports and regularly monitors budgets, contractors and schedules.
- Reconcile purchase orders, invoices and payments to ensure properly reflected in budgets
Performance Expectations:
- Self-starter, ability to work in a fast-paced team environment
- Exceptional Microsoft Office skills – Outlook, Word, PowerPoint, Excel for presentation and workbook preparation
- Willing and able to learn the business and fully understand how and why tasks satisfy business needs
- Strong interpersonal, written, and oral communication skills
- Strong organizational and time management skills
- Ability to work independently as well as part of the team to ensure that the needs of the group are always met and that adequate assistant coverage is provided to the group
- Understanding and demonstrating good problem-solving skills
- Calendar management/document organization
- Coordinate group coverage (i.e., vacations, training and temporary assistance)
- Establish and maintain open communication policies with peers and managers across the country
- Maintain familiarity with all policy and technology updates
- Maintain confidentiality of information
Requirements
- At least 2-4 years proven experience in an administrative support role with startup and/or experience in a hyper-growth organization preferred
- Complete knowledge of formats for business letters, correspondence and reports
- Experience with heavy calendaring for multiple principals or teams
- Ability to juggle multiple projects and priorities at once
- Ability to move quickly and make on-the-spot decisions without sacrificing attention to detail
- Track record of consistently going above and beyond what’s expected
- Great communication skills and the ability to work effectively with a spectrum of personalities
- Strong Excel, PowerPoint, and Google e-mail/calendar/doc skills
- Precise use of English grammar, punctuation and spelling in written communications
- Able to communicate in Mandarin is a plus
If you are interested to apply this position, please send current CV including salary expectation to: hrd@tjendana-corporate.com
Only shortlist candidate will notify for futher selection process.