SECRETARY/OPERATION ASSISTANT
General Purpose
Provide personal administrative
support to the operation department and its staffs through conducting and organizing administrative and supporting duties and activities including receiving and handling information.
Main Job Tasks and Responsibilities
Prepare and manage correspondence, reports and documents.
Organize and coordinate meetings, conferences, travel arrangements.
Take, type and distribute minutes of meetings.
Scheduling internal and external meetings and appointments, including venue arrangements.
Planning, developing and implementing filing system for the department so as to ensure simple access to required documents.
Organizing manager & staff expense claim, cash advances, and bank matters in liaison with account payable.
Handle incoming mail and other material to the department.
Set up and maintain filing systems, Handling all filing documents and technical files.
Collate information.
Maintain databases, such as drilling/operation either softcopy and hard copy.
Communicate verbally and in writing to answer inquiries and provide information.
Liaison with internal and external contacts.
Coordinate the flow of information both internally and externally.
Operate and manage office equipments to the department staff in corporate with other department.
Providing the highest level of administrative services and supports to operation department.
Coordinating and arranging department visitors and personal guests
Taking minutes in any meetings required.
Screening all incoming letters, papers and documents to device urgency, function, and needs.
Taking care of travel arrangement for manager & staff, both domestic and overseas trips.
Providing itinerary for dept staffs business travel for further distribution to the related.
Drafting letters in English and proofreading for grammar/ punctuation/ spelling.
Preparing proposals, letters & presentations in English.
Support dept manager & staff in arranging meeting and scheduling the activities.
Qualification & Requirements
Female max. 35 years old, single state is preferable.
Min. D3 from a reputable secretarial academy or S1 from a reputable university.
Min. 5 years experience as Secretary or Administrative Assistant, experiences in oil & gas company is preferable.
Advance in English both oral and written, in particular translation from Bahasa Indonesia to English and vice versa.
Capability in Japanese conversation is preferable.
Experiences and understanding procurement and contract in general is beneficial.
Good understanding in administration, filling system, and other multi-task skills.
Excellent in Microsoft Office (Word, Excel & Power point), Outlook, and Internet etc.
Attractive, good attitude, professional & pleasant personality.
Smart, fast, independent, highly self motivated person, good initiative & teamwork and concern in details.
Must possess excellent communication, leadership and interpersonal skills.
Knowledge of administrative and clerical procedures.Â
Proficient in spelling, punctuation, grammar and other English language skills.
Proven experience of producing correspondence and documents.
Proven experience in information and communication managemen
required fast typing speed.
Able to
work under pressure and/or with tight deadline.
Able to bear overtime work as per request.
Able to attend external meeting and/or activities as per request.
Word processing and filing: organizing and maintaining information.
Multi-tasking and ability to prioritize tasks to ensure most urgent are performed first, Ability to prepare document.
Anyone interested please send the application letter along with recent CV and photograph via email at the latest 2 April 2010 to:apriadi@japex. co.id and cc to: medrizon@japex. co.id and kemala@japex. co.id  Application with no photograph will not be proceeded.
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Thank you and goodluck.
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Regards,
Kemala
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