Customer Service & General Affairs Officer

• Position: Customer Service & General Affairs Officer
• Location: Jakarta, Indonesia
• Employment Type: Full-time
• Reports To: Managing Director, Finance

About the Company

PT Finson Indomas is a machinery agent company specializing in the import and distribution of plastic manufacturing machinery for clients across Indonesia. As a small and growing team, we value reliability, teamwork, and excellent customer service in everything we do.

• We are looking for a proactive and service-oriented
• Customer Service & General Affairs Officer

to support our day-to-day operations and ensure smooth, efficient workflows across the team. This role combines front-line customer interaction with internal administrative support, making it ideal for someone who enjoys helping others, solving problems, and maintaining an organized work environment.

• Job Responsibilities
• Customer Service

Handle general incoming customer inquiries via phone, WhatsApp, and email in a professional and timely manner. Co-ordinate with Sales/Marketing and Technical Department to ensure the right solution for the enquiries

• Handle incoming spare part enquiries from customers or Sales/Marketing or Technical Department:
• Send request of offer from Principals
• Work out offer for customers based on offer from principals
• Send out offer to customers, follow up and correspondent with customers in case there are any questions, until customer issues a PO
• Receive PO from customers and Co-ordinate with Finance to input PO in the accounting software
• issue PO to principals
• co-ordinate with Finance to issue Down Payment or other Partial invoices according to Payment term agreed with customers, and payment to principals
• co-ordinate with Principals to ensure delivery time in a timely manner as per PO,
• arrange shipment from principals to customers,
• arrange schedule of technician if needed for installation and commissioning at customer location
• Issue Delivery Order or Acceptance Protocol (Berita Acara) as basis for invoice submission to customers
• co-ordinate with Finance to issue Final Payment or other Rest Payment invoices according to Payment term agreed with customers, and payment to principals

Keep record, maintain inventory data of all spare parts stored in the company, and update list of spare parts and prices of each spare parts based on updated prices from Principal and shipment / importation cost

Handle incoming enquiries for Machine troubleshooting at customers upon co-ordination with Technical Department, work out and send offer to customers, arrange schedule for execution, following above workflow

• Handle PO for machine purchase from customers received by Sales/Marketing:
• Co-ordinate with Finance to input PO in the accounting software
• issue PO to principals based on negotiation deal / agreement between Sales/Marketing and principals
• co-ordinate with Finance to issue Down Payment or other Partial invoices according to Payment term agreed with customers, and payment to principals
• co-ordinate with Principals to ensure delivery time in a timely manner as per PO,
• arrange shipment from principals to customers,
• arrange schedule of technician if needed for installation and commissioning at customer location
• Issue Delivery Order or Acceptance Protocol (Berita Acara) as basis for invoice submission to customers
• co-ordinate with Finance to issue Final Payment or other Rest Payment invoices according to Payment term agreed with customers, and payment to principals
• Follow up on ongoing customer cases and ensure resolution and customer satisfaction

Maintain customer records, service logs, and documentation accurately (machine serial numbers, date of commissioning, acceptance protocol or Delivery order (Berita acara atau Surat Jalan)

For UV Screen Printing Ink Business division

• Create offer to customers based on enquiries from customers captured by Sales/Marketing, Prices and items to be offered are to be given by Sales/Marketing
• Maintain relationship with key account customers for regular ink orders and forecast for upcoming ink demand
• Receive PO from customers and execute the PO based on workflow SOP for inks
• Prepare Delivery Order and Arrange shipment of inks to deliver to customers in timely manner
• Issue invoices to customers and request Faktur Pajak from Finance, and send invoices to customers. Follow up un-paid invoices based on input from Finance
• Input PO, Invoices, Delivery Order in Web Based accounting software
• General Affairs / Administration
• Support procurement of office needs and Manage day-to-day office administration (supplies, filing, correspondence, schedules).
• Support Sales/Marketing and Technical department for travel arrangements, hotel bookings if needed
• Provide hospitality snacks/drinks for staff or visitors in the office or in exhibitions if there is
• Support basic bookkeeping tasks such as preparing expense reports for Petty Cash if any and helping gather documents for accounting.
• Assist in organizing company documents (contracts, certificates, company licenses).
• Support HR administrative tasks such as attendance data gathering, leave tracking, and onboarding arrangements (if assigned).
• Perform any other administrative duties assigned by Finance department or Managing Director.

Qualifications

• Education & Experience
• D3/S1 in Business Administration, Management, Communications, or related field.
• 1–3 years of experience in customer service, administrative support, or general affairs.
• Experience in trading/machinery or technical product industries is a plus.
• Proficiency in English is a big plus.
• Skills & Competencies
• Strong communication skills in Bahasa Indonesia; basic–intermediate English skills required.
• Good interpersonal skills, team work and customer-oriented mindset.
• Detail-oriented with strong administrative, organizational, and documentation skills.
• Ability to multitask and work in a small, fast-paced team environment.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Ability to learn basic technical information about machinery and spare parts.
• Experience handling simple bookkeeping or procurement is an advantage.
• Personal Attributes
• Able to work with different personalities in the company (Sales/Marketing, Technical department, Finance, Managing Director)
• Positive attitude, patient, and service-minded.
• Reliable, responsible, and able to work with minimal supervision.
• Professional, courteous, and trustworthy when dealing with customers
• Adaptive and willing to learn.