Job description for Admin Project at F4elements
Deskripsi Pekerjaan :
- Manage project administration, including SPK, PO, BAST, invoice, and vendor documents.
- Collect, organize, and verify vendor documents to ensure completeness and accuracy.
- Coordinate with Project Manager/Project Officer, Finance, vendors, suppliers, talent, and freelancers regarding project administration and payment processes.
- Track vendor payment status, project timelines, document completion, and Finance cut-off schedules.
- Follow up with vendors regarding incomplete or revised documents and provide clear updates on document/payment status.
- Conduct detailed document checking and quality control before submitting documents to Finance.
- Prepare and maintain project administration files and digital/physical documentation.
- Support project teams in meeting deadlines by prioritizing urgent administrative tasks and anticipating documentation needs.
- Handle vendor inquiries and payment-related concerns professionally and responsively.
- Provide regular updates to the Head Administration, Project Team, and Finance regarding document and payment progress.
- Perform minor document revisions, formatting, and PDF management when required.
Kualifikasi
- Experience handling vendors/suppliers and coordinating with multiple stakeholders is highly preferred.
- Good understanding of project administration documents, such as SPK, PO, BAST, invoice, and vendor documentation.
- Basic understanding of payment terms, invoice validation, project budget, and Finance payment processes.
- Proficient in Microsoft Office, especially Excel/Google Sheets; familiar with basic formulas such as IF, VLOOKUP, and TEXT.
- Good email management and documentation skills.
- Familiar with digital document management, e-signature/e-material, or project tracking tools.
- Strong attention to detail, especially when checking company names, amounts, dates, and supporting documents.
- Strong communication and interpersonal skills, with the ability to deal professionally with vendors and internal stakeholders.
- Responsive, proactive, well-organized, and able to manage multiple priorities.
- Able to work under pressure and meet tight project deadlines
