Admin/Facilities Executive

Enjoy meeting people, organize activities and bring folkstogether? Join our Admin & Workspace Team in creating memories by leaving employees and visitors with a “Wow this is Alibaba” experience! This role is based in Jakarta, responsible for organizing online and offline activities/events/town halls. We are looking for someone with “Service with a Smile” in his/her DNA, ready to go the extra mile to achieve the best outcome, a constant focus in wanting to enhance customer experiences at all times.

Administrative/Office Support:

• Provide excellent and delightful service to employees and guests; assist with enquires and requests

• Anticipate needs, respond promptly, maintain positive customer service experience at all times

• Prompt and accurate data upload and update (e.g. Monthly Scorecard, Workspace Management, service request tickets)

• Represent Admin & Workspace Team as the single point of contact to provide administrative/event support

• Manage relationship with office vendors (e.g. cleaners, office boy, deliveries etc.)

• Responsible for the purchasing of goods and services. Order and replenish office and pantry supplies

• Review vendor contracts and proceed procurement through cost-effective bids and negotiates with suppliers to meet quality, delivery, and cost objectives

• Maintain accurate report/tracker of office inventory and property/equipment records

• Assist HR and IT in New Hire On-Boarding process (assigning work station, business cards ordering, provide card access keys etc.)

• Employee contact list update

• Maintain a professional and tidy office, responsible for smooth daily office operations

• Participate in newsletter publication with HR OC or related tasks • Prompt and accurate data update/creation (e.g. Scorecard, Workspace Management, iService tickets)

• Responsible for monthly and annual budget development; analysis and actual spent

• Responsible for prompt payment, avoid late payment penalties

• Ensure no service/work without purchase order issuance

• Serve as liaison for building management office

• Provide remote administrative support to IDC locations.

Events:

• Responsible for planning and execution of events and festival celebrations from conceptualization of theme/activity to planning and execution.

• Coordinate and facilitate event logistics including liaising with vendors and participants

• Close collaboration with HR and OC (Organizational Culture) Teams

• Document accurate report/tracker of event timeline, milestone and cost elements

• Responsible for event promotion and publicity through media channels such as newsletter, poster, digital screens etc.

• Work with Survey Team to ensure prompt dissemination of event survey. Follow-up with feedback received and close gaps if any.

Travel:

• Provide travel assistance, advise on travel arrangements including air tickets, hotel reservations,

local/ground transportation, car rental, travel visa applications etc. and offer informed and insightful

recommendations

• Listen and lead the conversation to solve problems in a timely manner

• Work closely with appointed Travel Vendor to ensure smooth ticketing experience

Others:

• Support other team members of the Admin & Workspace Team as and when required

• Ready to take-on additional roles and responsibilities when assigned.

Requirements:

• Customer-focused, service oriented, excellent team player and possess good problem-solving skills.

• Fun-loving, enjoys organizing events and office activities.

• Good with numbers (budget, cost control) and documentation control.

• Ability to multi-task with strong prioritization skills.

• Calm flexible approach in handling pressure and deadlines.

• Fluent in English speaking with strong communication skills.

• Proficient in Mandarin is preferred as the role will need to communicate with the team in HQ China.

• Professional Certificate/Degree with minimum 2 years of experience.