Office Secretary

Position : Office Secretary Client : The Cakap Group Location : Bali, Indonesia Department : Administrative and General Reports To : Director Budget Up To : IDR 5.000.000 About Us: The Cakap Group (TCG) is a licensed (PT PMA) hospitality management and restaurant consulting company based in Bali, Indonesia, with a 12-year history of success. We design, launch, and manage a diverse portfolio of prestigious projects, ranging from luxury resorts and boutique hotels to high-end restaurants, beach clubs, and premium wellness facilities across Indonesia and internationally. With over 180 successful projects and 1,000+ employees recruited, we offer a stable, dynamic, and internationally standardized working environment. You will collaborate with a multidisciplinary team of specialists, supported by our own R&D kitchen and permanent training facilities at our headquarters in Bali. Join us to accelerate your career and be part of an exceptional team that transforms ambitious visions into high-performing assets. About the Position: The Cakap Group is looking for a quick, organized, and reliable Office Secretary to keep our Director’s meetings, client schedules, and office administration running smoothly. This is a junior-level position, and fresh graduates are warmly welcome to apply. You will be the Director’s right hand in the office — making sure every meeting and client appointment runs on time, keeping client documents and project files neatly organized, and welcoming guests and clients with warmth and professionalism. It is an excellent starting point for someone who wants to learn how a fast-moving hospitality consulting company operates from the inside. What You Will Contribute: As the Office Secretary, your core contribution is keeping the Director’s schedule and client meetings running smoothly, while ensuring the office is always organized, well-prepared, and welcoming. By keeping client records in order, setting up training sessions and meetings, and taking care of guests and day-to-day office needs, you help the team focus on delivering for our clients and ensure every interaction reflects the standards of The Cakap Group. What You Will Do:

• Director & Client Schedule Coordination
• Manage the Director’s daily calendar, including meetings, client appointments, calls, and travel schedules.
• Arrange and confirm meetings with clients, partners, and internal teams, and send timely reminders so that every schedule runs on time.
• Prepare the Director’s daily agenda and brief them on upcoming commitments and priorities.
• Serve as the first point of contact for the Director, handling incoming calls, emails, and messages professionally and escalating urgent matters promptly.
• Client Records & Administration
• Store and maintain client documents, client contact details, and project-related documents in well-organized physical and digital filing systems.
• Prepare, proofread, and format letters, emails, proposals, and other business documents.
• Handle confidential and sensitive documents with the highest level of discretion.
• Track contracts and important deadlines, and follow up on documents requiring signatures.
• Take meeting notes and follow up on action items as needed.
• Training, Meetings & Guest Hospitality
• Prepare the room for training sessions and meetings, including seating arrangements, equipment, and printing of materials and documents.
• Welcome guests and clients on arrival, show them in, and serve refreshments in line with The Cakap Group’s hospitality standards.
• Prepare the documents and materials needed for each guest or meeting in advance.
• Clear and clean tableware and glassware after use, and keep the Director’s desk and meeting areas tidy and presentable.
• Office Operations & Vendor Coordination
• Run the office errands needed day to day, and keep supplies and equipment well stocked.
• Coordinate with vendors and service providers for office needs, such as reporting and following up on Wi-Fi or equipment issues until they are resolved.
• Coordinate with the team and the Director to relay instructions and follow up on tasks.
• Assist with basic administrative follow-ups, such as invoices and simple tracking sheets, in coordination with the finance team.

Who We're Looking For: Must-Have

• Diploma or Bachelor’s degree in any field (Secretarial, Office Administration, Business, Hospitality, or related fields preferred). Fresh graduates are welcome to apply.
• Good command of English and Bahasa Indonesia, both written and spoken.
• Proficient in Microsoft Office or Google Workspace (Word, Excel, Docs, Sheets, Calendar, Email).
• Well-organized and detail-oriented, able to keep schedules, client files, and documents accurate, up to date, and easy to find.
• Quick, responsive, and hands-on, with high initiative: you see what needs to be done and get it done without waiting to be asked.
• Polite, professional, and friendly, with strong interpersonal skills and the confidence to welcome and host guests and clients.
• High level of integrity and discretion in handling confidential information.
• Positive, can-do attitude with a willingness to support a wide range of office tasks, from setting up training rooms to guest service and errands; willing to be based in Bali and work flexible hours when required

Nice to Have (Will Set You Apart)

• Internship or work experience in an administrative, secretarial, or executive assistant role.
• Experience or interest in the hospitality, F&B, or consulting industry.
• Confident business writing and typing skills in English, and experience coordinating with clients or senior management.
• Valid driving license and own transportation for office errands.

What We Offer:

• Religious Holiday Allowance (THR)
• BPJS Health & Employment Coverage
• Meal Allowance
• The opportunity to work directly alongside the Director of a leading hospitality management company, gaining first-hand exposure to how hospitality projects are run.

Skills: Multitasking, Communicative, Administration