Project Coordination Specialist

COMPANY DESCRIPTION

Established in 2006, PT. INOSOFT TRANS SISTEM is a Surabaya-based software development company specializing in enterprise operational systems and supply chain management solutions.

We support complex operational industries by developing systems that help companies manage projects, logistics, inventory, documentation, and business operations efficiently.

At Inosoft, we believe operational excellence is driven not only by technology, but also by strong coordination, accurate documentation, and proactive communication across teams and stakeholders.

ROLE OVERVIEW

This is a full-time remote role for a Project Coordination Specialist at PT. INOSOFT TRANS SISTEM.

This role is ideal for someone who enjoys organizing complex information, coordinating with multiple stakeholders, and ensuring project documentation and communication remain structured, complete, and properly tracked.

The Project Coordination Specialist will support international projects involving overseas customers, suppliers, and cross-functional stakeholders from various countries. This position will work closely with the Project Manager and become a key coordination point between external stakeholders and internal teams.

The role involves handling project administration, documentation tracking, project data entry, correspondence, specification monitoring, and communication follow-ups.

This is not a passive administrative role.

We are looking for someone who is highly proactive, detail-oriented, communicative, and comfortable asking questions whenever information or documentation is incomplete.

Because this role requires communication with international stakeholders, excellent English communication skills and Mandarin proficiency are mandatory.

REQUIREMENTS

• Minimum Bachelor’s degree (S1) from any major; candidates from Business Administration, Management, Industrial Engineering, International Business, Supply Chain, Logistics, or related fields are highly preferred.
• 3–5 years of experience in project coordination, project administration, documentation control, operational support, or similar role.
• Excellent English communication skills (written and spoken) are mandatory.
• Mandarin proficiency is mandatory for daily communication and coordination with international stakeholders.
• Strong attention to detail and documentation accuracy.
• Strong organizational and follow-up skills.
• Advanced proficiency in Microsoft Excel, Microsoft Word, and document processing tools, with the ability to manage structured project data, reporting, and documentation accurately.
• Comfortable handling large amounts of project data and documentation.
• Strong email communication and formal correspondence skills.
• Proactive and confident in asking questions and clarifying incomplete information.
• Able to coordinate with multiple stakeholders across different countries and time zones.
• Strong multitasking and time management abilities.
• Ability to work independently in a remote work environment.
• Female candidates are preferred for this position.
• Experience in supply chain, manufacturing, industrial projects, procurement, or project-based environments is a plus.
• Experience using ERP systems or project management systems is a plus.

JOB RESPONSIBILITIES

• Support the Project Manager in coordinating project administration and operational activities.
• Manage project-related documentation, records, and correspondence.
• Input and maintain project data accurately within the system.
• Handle project scope entries, specifications, and supporting documentation.
• Coordinate communication between customers, suppliers, and internal teams.
• Monitor documentation completeness and actively follow up on missing information or specifications.
• Organize and maintain structured project documentation, tracking records, and correspondence.
• Ensure consistency, completeness, and accuracy across project records and documentation.
• Prepare reports, summaries, tracking logs, and project administrative support.
• Handle formal email communication with international stakeholders.
• Escalate potential documentation or coordination issues proactively to the Project Manager.
• Work closely with cross-functional teams to support smooth project execution.
• Communicate professionally in English and Mandarin for daily operational coordination.

WHAT WE’RE LOOKING FOR

We are not simply looking for someone who waits for instructions.

We are looking for someone who:

• Notices missing details.
• Follows up actively.
• Communicates confidently.
• Keeps information organized.
• Helps projects run smoothly through strong coordination and operational discipline.

This role is suitable for someone who enjoys structured environments, international communication, and project-based operational coordination.

APPLICATION PROCESS

Interested candidates should submit:

• Updated CV.
• One sample of professional English correspondence or project coordination/document tracking work (sensitive information may be anonymized.

Join PT. INOSOFT TRANS SISTEM and become part of a team that values structure, coordination, communication, and operational excellence in international projects!