Definition
Working under the supervision of the General Manager of the ZI-ARGUS Automation department and the Sales Supervisor of the ZI-ARGUS Electrical Products department the full‐time Administrative Assistant carries out various aspects of customer service, logistics and other office procedures. Salary is commensurate with experience.
Duties & Responsibilities
Duties & Responsibilities
- Answer telephones and transfer to appropriate staff member.
- Interact with customers, suppliers, visitors and other branches within the organization.
- Receive orders from customers.
- Communicate with customers over order status and delivery arrangements.
- Assist clients with product selection (under supervision of sales and/or engineering staff).
- Prepares quotations for customers under supervision of sales engineer or sales supervisor.
- Process customer orders in conjunction with logistics persons.
- Prepare purchase orders to suppliers in conjunction with purchasing department.
- Data entry for orders, deliveries and shipping documents into accounting system.
- Liaise with suppliers and logistics providers for order and shipment status.
- Assist with other administrative activities for the department.
- Typing and distributing faxes, letters, inter-office memos, e-mails.
- Recording and classifying faxes, letters, inter-office memos, e-mails, and incoming calls.
- Create and modify documents such as reports, memos, letters and financial records using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, or other programs.
- File and retrieve organizational documents, records and reports systematically.
- Open, sort and distribute incoming correspondence, including faxes and email.
- Prepare responses to correspondence containing routine inquiries.
- Prepares gasoline and car maintenance reimbursements, IOUs, travel expenses as required.
- Coordinate and maintain records for staff, office space, telephones, parking, company debit card and office keys.
- Arranges hotel reservations and ticket bookings.
- Arranges internal and external appointments.
- Agrees to start work on time and to work overtime when deemed necessary.
- Handles all job related matters in a polite courteous and confidential manner.
- Maintain office calendar to coordinate work flow and meetings.
- Maintain confidentiality in all aspects of client, staff and agency information.
- Sign for and distribute courier or post packages.
- Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.
- May conduct research, compile data and prepare papers for consideration and presentation to the Department Manager or other department staff.
- Set up and coordinate meetings and conferences.
- Prepare agendas and make arrangements for training and other meetings.
- Attend meetings as requested in order to record minutes.
- Is ready to be assigned to other duties as deemed necessary by PT ZI-TECHASIA company management and direct superiors.
Knowledge, skills & abilities
- Female age 20-30 years old
- Good writing, analytical and problem‐solving skills.
- Knowledge of principles and practices of organization, planning, records management and general administration.
- Ability to operate standard office equipment, including but not limited to, computers, phone systems, typewriters, calculators, copiers and facsimile machines.
- Experience in a project organization is an advantage
- Ability to follow oral and written instructions
- Proficiency in computer literacy minimum MS Word, Excel Power point and Outlook
- Good command of spoken and written Bahasa Indonesia and English
Minimum Qualifications
- At least three (3) years’ experience in general office responsibilities and procedures.
- Knowledge of principles and practices of basic office management and organization.
- Knowledge of the basic principles and practices of bookkeeping.
- Ability to work well either alone or as part of a team.
An attractive remuneration package commensurable with qualifications and experience will be offered to the successful candidates.
If you think you are the right person to join our success, please send your English application to
personnel@zi-id.com
All applications will be treated in strict confidence.