General Affairs Staff

Job Description

• Manage petty cash, weekly operational budgets, daily expenses, supporting documents, top-ups, Cash Advance (CA), purchases, and LPJ.
• Handle procurement: vendor sourcing/evaluation, Purchase Requests (PR), Purchase Orders (PO), purchasing, and delivery follow-up.
• Monitor monthly utilities (electricity, water, mobile phones, Coway, laptop rentals) and coordinate payments with Finance.
• Conduct daily facility inspections and manage cleanliness, building/equipment issues, repairs, and vendor coordination.
• Schedule and monitor periodic maintenance for water tanks, generators, Coway dispensers, AC units, and other facilities.
• Coordinate and supervise construction/renovation projects to ensure compliance with approved plans.
• Manage operational and CEO vehicles, including inspections, servicing, repairs, workshop bookings, CA/cost requests, driver coordination, annual tax, BYD charging/electricity tokens, and e-Toll top-ups.
• Manage employee parking records, registrations, parking cards, documents, and subsidized/non-subsidized payment recaps.
• Monitor intern accommodation, including rent, utilities, maintenance, and repairs.
• Coordinate company visits, guests, Townhall facilities/rentals, and requirements with Production, IT, HR, and BD.
• Organize recurring company events every 2–3 months, covering concepts, committees, permits, budgeting, CA/LPJ, vendors, and D-day execution.
• Manage employee engagement activities, including weekly snacks/breakfasts, wedding/condolence arrangements, and Christmas, Eid al-Fitr, and Lunar New Year hampers.
• Provide reception/front office support, visitor registration, calls/inquiries, guest coordination, and reception area upkeep.
• Support production overtime by arranging meals, CA requests, and project-based expense reports.
• Manage incoming/outgoing goods and document deliveries.
• Supervise OB and Drivers, allocate daily tasks, calculate driver overtime, and support recruitment/onboarding.

Job Requirements

• Minimum Diploma (D3) or Bachelor's Degree (S1) in any major.
• Minimum 3–5 years of experience in General Affairs, Facility Management, Office Operations, or a related field.
• Experienced in preparing and managing basic financial reports, including Petty Cash, Cash Advance (CA), and Accountability Reports (LPJ).
• Strong vendor management, negotiation, procurement, and budget planning skills.
• Detail-oriented, well-organized, structured, and able to make tactical decisions related to facility and operational matters.
• Strong leadership and coordination skills, particularly in managing field operational teams such as Office Boys and Drivers.
• Proficient in administrative tools, particularly Google Workspace and Microsoft Office (Excel & Word).

Skills: Problem Solving, Microsoft Office, Customer Service, Compliance, Teamwork, Organizational Skills, Communication Skills, Vendor Management, Financial Analysis, Asset Management