Company Overview:
Traveloka is a leading technology company that provides a one-stop travel and lifestyle platform for customers in Southeast Asia. Our platform offers a wide range of travel-related services, including flight and hotel bookings, activities, attractions, and more. With a mission to empower travelers with seamless experiences, we're committed to pushing the boundaries of technology and innovation in the travel industry.
It's fun to work in a company where people truly BELIEVE in what they're doing!
Job Description
DAILY OFFICE DUTIES
- Conduct morning checks on facilities in the office
- Arrange office convenience devices in the right place, timely check to handle problems (if any), and always keep devices in the best condition for use.
- Act as the interface with clients, visitors, and guests as well as provide office tours for potential tenants during site visits or new joiners
- Coordinate with the office helper and receptionist on their daily work task
- Ensure all request that needs OFM support have been submitted through the OFM help desk and are resolved within the SLA – ensuring continuous improvement
- Ensure administrative processes for facilities projects (renewal, fit-out, moving, renovation) are completed in a timely manner
- Coordinate between the vendors and the procurement team to ensure seamless collaboration
- Develop and maintain good relationships with all vendors/suppliers in OFM
- Other ad hoc duties as assigned such as event coordination
FINANCE/ ADMINISTRATIVE DUTIES:
- Registering third-party vendors or direct vendors in the Oracle system according to Traveloka procurement’s policy and procedure
- Create Payment Request (PR) & Purchase Order (PO) facility related services and goods
- Goods Receipt (GR) the PO after receiving goods or completion of services
- All monthly expenses (based on a budget set yearly) are covered by PR & PO in the P2P system
- Prepare additional PR before the expense reaches the limit.
- Periodically clean PO that is no longer used and update to Reporting Manager & Procurement Team
- Email scanned invoices to AP-Finance to ensure that invoices are captured in their system for efficient handling.
- Assist with other financial-related matters to ensure that all financial processes are completed in a timely manner
- Maintain tracker to ensure that all payments are properly documented and completed in a timely manner
WORKPLACE SAFETY:
Take responsibility for personal safety and the safety of those affected by your work. This includes but is not limited to:
- Completed all required and assigned HSE training to a satisfactory level,
- Follow all activity policies and procedures, including all HSE related requirements at all times,
- Participate in all HSE related programs & activities as required, including incident investigations, interviews, audits and assessments, etc.
- Report any conditions that you feel could result in an accident or injury and/or stop working if necessary
Requirements
Diploma in Business, or Facilities Management.
1-2 years of related experience would be ideal
FINANCIAL KNOWLEDGE
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees
OTHER SKILLS and/or ABILITIES
Intermediate experience with Microsoft Office Suite & Google Docs/sheets/slides. Must have a strong command of the English language and excel in the areas of spelling, grammar and punctuation.
CERTIFICATES and/or LICENSES
Occupational First Aid Course (OFAC) - Singapore - Optional
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!
