Operations & Admin Officer

Operations & Admin Officer

Location: Bali, Indonesia

Reports to: Founder

Type: Full-time, On-site

About us:

Medor is a leading recruitment partner in Indonesia and Asia-Pacific, bringing over a decade of experience. We specialize in finding top talent that aligns with company culture and expectations, utilizing thorough assessments to ensure the best fit. Our expertise covers all hiring levels across industries such as IT, construction, logistics, and finance.

About the customer:

Our client is a Bali-based regenerative wellness company specializing in premium moringa products. They operate an integrated business model that includes organic moringa farms, a licensed production facility, and a corporate office, ensuring full control over quality from cultivation to finished goods. With a strong commitment to sustainability, ethical practices, and health innovation, the company combines regenerative agriculture with modern manufacturing to serve both local and international markets. They are located in Umalas, Bali.

Summary

We're a growing organic and natural-products business operating farms, production facilities (including a BPOM-certified facility), and office operations across Bali.

We're looking for a capable, self-driven professional to own the entire administrative, documentation, compliance, and facilities backbone of the company — and to keep it running smoothly every day, not just when an audit is approaching.

This is a hands-on ownership role, not an assistant or coordinator position. You'll build systems, maintain them, follow up with the people who feed them, and identify problems before they become problems.

Done well, the founder never has to worry about whether something is missing, expired, overdue, or out of place — because you've already taken care of it.

Who We're Looking For — Read This First

The single most important quality for this role is initiative.

You'll often be the only person in the company actively thinking about documentation, permits, certifications, compliance, and facilities. That means you can't wait to be told what to do. You identify gaps, create a plan, follow through until the issue is resolved, and report back without needing to be chased.

You'll do well here if you:

• Take full ownership of problems from start to finish — including the boring follow-up.
• Work independently with minimal supervision and are comfortable starting with incomplete information.
• Follow up with vendors, landlords, consultants, and government offices without reminders.
• Enjoy creating structure, systems, and processes where none currently exist.
• Communicate clearly, proactively, and consistently in writing.
• Naturally look for risks and solve issues before they escalate.

This role is probably not for you if you:

• Prefer detailed instructions for every task.
• Wait for approval before handling routine matters.
• Expect a manager to set your daily priorities.
• View administration as paperwork rather than a business function that requires ownership.

What You'll Own

1. Documentation & Google Drive — The Heart of the Role

• Design, implement, and maintain a structured, enforceable documentation system covering:
• Certifications
• Farm and factory records
• Permits and licenses
• Lease agreements
• Legal matters
• Vendor contracts
• Insurance records
• Asset registers
• Government correspondence
• Maintenance documentation

You'll establish folder structures, naming conventions, version-control standards, upload deadlines, and documentation requirements across departments.

You'll also conduct regular documentation audits and maintain master tracking sheets to ensure records remain complete and current.

Success Standard:

Any required document is complete, correctly filed, and retrievable within 30 seconds at any time.

2. Permits, Licenses & Certifications

• Own the company's master permit and compliance tracker and ensure all documentation remains current.
• This includes:
• SLF permits (factory and office)
• Environmental permits
• Business registrations
• Vehicle licenses
• KITAS documentation
• Signage permits
• Insurance policies
• Land and building agreements

You'll establish renewal reminders at least six months in advance, coordinate with authorities and consultants, formally escalate delays, and ensure certification records remain audit-ready year-round.

Certifications may include:

• Organic
• ROC
• FairTSA
• ISO
• GMP
• HACCP
• BPOM

You'll also maintain non-conformity logs and corrective-action trackers.

Success Standard:

Zero expired permits, no unresolved compliance risks, and audit-ready documentation at all times — not just during audits.

3. Facilities, Assets & Vendors

Keep the office, mini factory, BPOM facility, and storage areas operating effectively.

Responsibilities include:

• Establishing maintenance and defect-reporting procedures.
• Maintaining a centralized maintenance tracker.
• Conducting quarterly facility inspections.
• Coordinating repairs and preventive maintenance.
• Managing the company asset register and asset-tagging system.
• Maintaining vendor databases and service agreements.
• Sourcing and comparing suppliers.
• Managing office and operational procurement requirements.

Success Standard:

No unmanaged facility issues and a preventive-maintenance program that consistently runs on schedule.

4. External Coordination & Legal Administration

• Act as the administrative liaison between the company and external stakeholders, including:
• Government agencies
• Banjar and community representatives
• Utility providers
• Inspectors and certification bodies
• External consultants

You'll maintain traceable records of all interactions, prepare documentation before meetings and inspections, and coordinate administrative requirements relating to legal matters and supplier disputes.

This includes:

• Case-file management
• Deadline tracking
• Coordination with legal counsel
• Documentation management
• Written status reporting

5. Reporting & SOPs

Create structure, visibility, and accountability across the business.

You'll establish centralized reporting systems covering:

• Certifications
• Facilities
• Permits
• Compliance activities
• Legal matters

You'll develop templates, reporting schedules, SOPs, trackers, and escalation processes while ensuring departments meet submission requirements.

The principle is simple:

Everything is written down, centralized, and traceable. No reliance on verbal updates.

What Success Looks Like

Within 2 Months

• Google Drive fully restructured and actively used.
• Permit master tracker completed.
• Certification dashboard implemented.
• Legal-case and maintenance trackers operational.

Within 3 Months

• Departments consistently complying with documentation SOPs.
• Preventive-maintenance schedule actively running.
• Government and stakeholder interaction logs established.
• Within 6 Months
• Zero expired permits.
• No missing documentation at any time.
• Complete visibility and transparency across operational records.
• No unmanaged facility issues.

What You'll Bring

Must-Have

• 3+ years of experience in operations, administration, compliance, document control, or similar functions.
• Proven ability to work independently and drive work through to completion with minimal supervision.
• Strong Google Workspace skills, particularly Google Drive and Google Sheets.
• Excellent written communication skills in both English and Bahasa Indonesia.
• Experience coordinating with vendors, consultants, government agencies, or regulatory bodies.
• Exceptional attention to detail and strong organizational ability.
• A genuine follow-through mentality and strong sense of ownership.

Nice to Have

• (Or a strong willingness and ability to learn quickly)
• Familiarity with Indonesian permits and licensing requirements, including SLF, environmental permits, business registrations, and KITAS.
• Experience supporting certification, compliance, or audit environments.
• Exposure to BPOM, GMP, HACCP, ISO, Organic, ROC, or FairTSA standards.
• Vendor sourcing, supplier evaluation, and basic contract negotiation experience.
• Based in Bali or willing to relocate.

Final Note

We're a small team that values people who take ownership.

If you enjoy building systems, closing loops, solving problems before they become problems, and being trusted to run things without constant oversight, you'll likely thrive in this role.