General Affair Specialist

Job Responsibilities

1. Document Management: Handle documentation related to compliance records. Ensure all documents are organized, up-to-date, and readily accessible.
2. Data Entry and Record-Keeping: Accurately enter and maintain records.
3. Reporting: Generate regular reports on consumable usage and management review.

Coordination and Communication

1. Internal Communication: Act as the communication hub between departments, relay messages, organize meetings, and follow up on action items.
2. External Communication: Liaise with vendors, suppliers, and customers to schedule services, manage orders, and handle inquiries.

Financial and Inventory Support

1. Inventory Management: Track supplies, ensuring that essential equipment parts are stocked and available. Notify purchasing when reorder points are reached.
2. Budget Tracking: Monitor budget allocations for administrative and operational expenditures.

Compliance and Safety Documentation

1. Record Regulatory Compliance: Maintain compliance records, including inspection certificates, safety manuals, and equipment logs, ensuring the organization meets all industry and government standards.
2. Safety Program Support: Assist in scheduling and documenting safety training for employees. Keep records of certifications, permits, and safety equipment checks.

Support to Management and Staff

1. Calendar and Travel Management: Arrange meetings, travel, and accommodation for management and technical teams.
2. Training and Onboarding Support: Help onboard new employees by preparing necessary documentation, providing them with required safety materials, and coordinating initial training.
3. General Administrative Tasks: Handle general office tasks like ordering supplies, answering phones, and maintaining a clean, organized office environment.
4. Process Optimization: Identify areas where administrative processes can be streamlined or improved for greater efficiency.
5. Data Analysis for Operations: Assist management by compiling data and metrics that support decision-making on equipment utilization, maintenance frequency, and downtime reduction.

Support to Sales Team

1. Quotation Support: Support for creating quotations for all customers handled by product representatives and key account managers.
2. Sales Data Management: Collect and manage sales data as supporting documents for the sales manager to prepare further sales strategy.
3. Purchase Order Acknowledgment: Acknowledge purchase orders by the system managed by customers after checking all part numbers and prices are appropriate and confirmed by product representatives and key account managers.

Requirements

Educational Background:
- Minimum SMA/diploma degree or equivalent with work experience.

Experience:
- Minimum 1 or 2 years of working experience.
- Computer skills must include ability to communicate through Lotus Notes, read and prepare spreadsheets, work with Microsoft Word documents, and others.
- Must be able to effectively communicate in Bahasa and English for oral and written communication.

Epiroc is a global productivity partner for mining and construction customers, and accelerates the transformation toward a sustainable society. With ground-breaking technology, Epiroc develops and provides innovative and safe equipment, such as drill rigs, rock excavation, and construction equipment and tools for surface and underground applications. The company also offers world-class service and other aftermarket support as well as solutions for automation, digitalization, and electrification. Epiroc is based in Stockholm, Sweden, had revenues of more than SEK 60 billion in 2023, and has around 18,200 passionate employees supporting and collaborating with customers in around 150 countries. Learn more at www.epiroc.com.