Administrative Secretary cum Receptionist

DFDL Indonesia has been meeting the needs of local and international investors since 2011. With our deep expertise in international legal and tax matters, we have seamlessly integrated this knowledge with our thorough understanding of Indonesia's business environment. This powerful combination enables us to offer customized and all‐encompassing solutions that perfectly align with the unique requirements of our clients in Indonesia.

We specialize in a broad range of corporate and commercial law areas in Indonesia, catering to diverse industries. Our services encompass all aspects of investment in Indonesia, such as concessions, joint ventures, mergers and acquisitions, asset acquisitions, financing, construction, and dispute resolution. At Nusantara DFDL Partnership, we provide comprehensive legal, tax, and customs services to both local and foreign investors operating in Indonesia or seeking to establish cross‐border operations across the Archipelago. Whether our clients require assistance with specific deal elements or end‐to‐end support throughout the investment process, our highly skilled team is adept at delivering tailored solutions. We are widely recognized for our meticulousness, analytical approach, and pro‐business mindset.

Position:

We are currently looking to recruit a qualified candidate to join our Indonesia Office as an Administrative Secretary cum Receptionist.

The successful candidate will have the opportunity to work in a multi-cultural environment with career development and personal growth opportunities.

Reports to: Managing Director

Key external relationships: Clients and local authorities

Key internal relationships: Managing Director, DFDL Indonesia, Office Manager, and all staff in Indonesia office.

Salary range: Competitive, varying based on the qualifications and experience of the successful applicant.

Position type: Full Time

Location: Jakarta, Indonesia

Main Duties of the Role:

Duties and responsibilities may include, but are not limited to, the following:

• Operates a complex multi-line telephone system to receive incoming and facilitate outgoing calls. Takes and delivers messages and routes calls to appropriate member of Indonesia office.
• Greets clients and visitors at the lobby office
• Types letters, memoranda, or other materials from straight copy, rough drafts or verbal instructions. Prepares handbooks, training materials, and other program materials.
• Proofread and correct prepared materials for correct grammar, spelling, punctuation, format, syntax, and consistency.
• Processes routine documents of moderate complexity requiring knowledge of the terminology, policies, and procedures of a legal office.
• Schedules meeting rooms for internal use and with external parties.
• Receives, sorts, and distributes incoming mail and legal document deliveries.
• Composes routine correspondence independently as appropriate and as time allows.
• Provide administrative support, arrange travel includes scheduling transportation and making hotel reservations.
• Administering and filing client matter documents.
• Handling the office administration.
• Performs other duties as required to accomplish the objectives of the position.

Requirements

Essential Skills:

• Basic knowledge of general practices, general office procedures, filing, record keeping, receptionist, and telephone techniques and etiquette.
• Basic knowledge of the information flow and operations of a legal function.
• Must have knowledge of legal terminology and documentation format sufficient to be able to read, interpret and prepare legal documents.
• Sufficient command of English usage, spelling, grammar, punctuation, and proofreading to prepare routine legal documents and memorandum.
• Sufficient interpersonal skill to communicate technical and sensitive concepts to others with tact and diplomacy and convey a positive, service-oriented image of the firm.
• Sufficient knowledge of legal terminology to be able to interpret documents and prepare reports are must.
• Excellent verbal and written communication skills, good interpersonal human relations skills are needed.
• Must be able to interact with multiple departments and members of the Indonesia office.
• Must be proficient in Microsoft Office: Word, Excel, Outlook, and PowerPoint.

Ability to:

• Perform all the relevant duties of the position with only general supervision.
• Operate a personal computer terminal, printers, and specialized database software.
• Keyboard to perform data entry onto pre-formatted screens and to compose correspondence at a rate of 50 w.p.m.
• Analyze recurring problems and apply appropriate solutions.
• Must be able to write correspondence in a professional manner.
• Ability to maintain confidential and sensitive information.
• Prioritize work in order to meet multiple deadlines and conflicting demands, while maintaining schedules.
• Must be able to work effectively as part of a team devoted to customer service.

Desirable Skills & Experience:

• A minimum of diploma’s degree (i.e., Program Diploma Tiga or D3).
• 1-3 years’ experience as secretary (experience as legal secretary would be preferable).
• Ability to work under pressure, meet deadlines and to operate in a multi-cultural environment.

Applications should include a curriculum vitae or resume, accompanied by a covering letter outlining the candidate’s interest in and suitability for the position.

All applications and expressions of interest will be treated confidentially and reviewed only by DFDL Senior Management and the Human Resources team.

Please note that this position is open until filled. Applications will be reviewed and processed on a rolling basis and only shortlisted candidates will be contacted.