Administrative Officer (outsourced contract)

LACOSTE

At the crossroads of fashion and sport, Lacoste liberates and creates movement.

Both universal and timeless, it crosses cultures, oceans and generations to inspire each and every person.

Two Lacoste items are sold every second in the world.

As a global brand, our 8,500 team members are present in more than 100 countries, on all continents. We offer a wide range of jobs, from manufacturing to omnichannel distribution. We provide to our customers a complete range of products: apparel, footwear, leather goods, underwear, fragrances, eyewear and watches, all of them being developed with a unique “savoir faire”, in the most qualitative, responsible and ethical way.

Working at Lacoste belongs to a community of talents on the move to build the future. We foster equal opportunities to gather promising people regardless of their differences.

Together we can make our crocodile always greater to have a meaningful impact: on the fashion industry and on society.

Lacoste is one of the inspiring brands driven by passionate people of the MF Brands Group, alongside with Aigle, Gant, Tecnifibre (https://mf-brands.com/)

CONTEXT AND PURPOSE OF THE ROLE

The Administrative Officer provides essential administrative and paperwork support to ensure smooth daily operation in Indonesia. This role focuses primarily on vendor billing, contract documentation, office-related purchasing, together with HR and Finance support.

This position plays a key supporting role in maintaining accurate records, ensuring timely processing of invoices and paperwork, and assisting Regional HR Manager in managing administrative HR matters for Indonesia office. The ideal candidate is detail-oriented, well-organized, and able to adapt quickly in a fast-paced working environment.

MAIN REPONSIBILITIES

• Responsible for office administration including facilities management, office supplies, sample management, general administrative support to ensure smooth office operation.
• Communicate with vendors and internal staff regarding invoices, contracts, deliveries, and administrative requests.
• Support monthly vendor billing processes, including collecting invoices, checking accuracy, tracking payment status, and following up with vendors when needed.
• Handle office-related purchasing and offsite shopping, including stationery, pantry items, and other operational supplies.
• Ensure the local team maintain and implement company policies and procedures up to the company standard and integrated with the company Values.
• Assist in reception duties.
• Coordinate car rental and fleet management, travel arrangement.
• Handle factory reports, data analysis and any other factory correspondence & document related.
• Remittance and administration of any required payments (if applicable) related to the labor law such as severance pay, pension payment, end of contract termination payment (compensation money), early contract termination payment and other regulated payments;
• Manage and deal with local authorities to process necessary administrative tasks and legal documentation required according to Indonesia Labor Laws – if applicable; and
• HR support including advising of changes in local labor regulations and providing guidance.
• Assist HR in onboarding/offboarding process, day-to-day HR operations, leave management
• Support HR on staff welfare implementation (health checkup, group insurance renewal, etc.)
• Preparation of Employment Agreements and maintains proper P-file records comply with local legislation requirement;
• Coordinate with the Finance Team to prepare and submit the monthly Benefit-in-Kind (BIK) data reports accurately for tax declaration.
• Assist in event planning and implementing including but not limited to monthly staff engagement activities, annual trip and year-end party, etc.
• Coordinate with Regional IT, local IT providers, and its suppliers to manage the staffs and new starter's IT equipment to support troubleshoot, maintain, and ensure the reliable operation of all office networks and staff devices.
• Assist in other HR & administrative tasks as assigned.

Area of Finance Support

• Support the petty cash float based on the company's guidelines; follow the reimbursement procedure and reports back to the regional office.
• Work closely with the Finance Team in Thailand, Indonesian vendors and consultant services providers as local point of contact if there is any issues which could impact office operational
• Coordinate/Liaise and support data to the consultants for the statutory reports required for a Representative Office under the local regulation and jurisdiction related to Finance
• Escalates any irregularities/control & compliance issues encountered to the regional office
• Proactively advise global team any changes in local laws and jurisdiction which might have any impact on local operations and related costs;

MAIN SKILLS, COMPETENCIES, KNOWLEDGE REQUIRED

• High Diploma in business/ finance administration or related discipline.
• Minimum three years of working experience in Office Administration, preferably gained from a multinational/sizable company.
• Experience in footwear / sourcing industry a plus.
• Customer-oriented & flexible mind-set and proactive work attitude.
• Excellent negotiation, communication and organization skills.
• A good team player and work independently with minimal supervision.
• Strong attention to detail, especially when handling invoices, contracts, and records.
• Proficiency in both spoken and written English.
• Sound knowledge of MS Excel & PowerPoint.

At Lacoste, we are committed to making equal opportunities a reality.

Inherited from our unique vision of fashion-sport, equal opportunities move us forward and our recruitment methods follow this commitment by focusing on skills and embracing all types of talents.

We commit to fostering a diverse and inclusive environment where elegance goes beyond style and where each of us is given the chance to fulfill our greatest potential.