General Affairs Executive

About the Role

The General Affairs Executive ensures the operational backbone of Samara Lombok runs seamlessly across all office and site locations (including Lombok & Sumbawa). This role oversees office administration, facility management, procurement, vendor coordination, logistics, budget tracking, and cross-departmental support. creating a safe, efficient, and professional work environment that enables other teams to perform at their best

• Key Responsibilities
• Facilities & Office Operations
• Oversee daily office activities to ensure operational efficiency and resource availability across all departments.
• Maintain office equipment, utilities, and services; coordinate with external vendors for repairs, upgrades, and preventive maintenance.
• Manage office facilities to ensure a clean, safe, and productive work environment.
• Procurement & Vendor Management
• Lead procurement of office supplies, pantry items, and equipment — ensuring cost-effectiveness and timely availability.
• Build, manage, and evaluate vendor relationships; monitor vendor performance and delivery timelines.
• Manage vendor contracts and maintain accurate records of supplies, services, and equipment.
• Logistics & Travel Coordination
• Manage office logistics including deliveries, inventory control, and material distribution.
• Organize transportation for staff, clients, or deliveries as needed.
• Coordinate business travel arrangements for employees across Lombok & Sumbawa sites.
• Budget & Financial Administration
• Assist in budget management for office operations; track expenses and ensure adherence to guidelines.
• Review and process invoices related to operational services and vendor payments.
• Maintain accurate documentation for procurement, contracts, and financial transactions.
• Events & Internal Support
• Support planning and execution of internal events, meetings, and conferences — including venue, catering, and necessary arrangements.
• Reporting & Compliance
• Produce regular reports on vendor performance, procurement costs, and operational efficiency.
• Maintain an asset inventory log for office equipment and furniture.
• Support basic health, safety, and emergency preparedness protocols (e.g., first aid kit checks, fire extinguisher inspections).
• Cross-Departmental Coordination
• Partner with HR, Finance, and other departments to address operational needs, including support for teams based in Lombok & Sumbawa.
• Qualifications & Experience
• Minimum
• 3 years of experience
• in a General Affairs, Office Management, or Facility Coordinator role
• Bali-based candidates are prioritized
• (willing to coordinate regularly with Lombok & Sumbawa sites)
• Core Competencies
• Strong organizational and time management skills
• High attention to detail and accuracy in documentation and reporting
• Proven vendor and stakeholder relationship management
• Budget monitoring and basic financial acumen
• Proactive problem-solving and initiative
• Effective cross-departmental communication and collaboration
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Nice to Have (Optional but Valuable)
• Experience working across multiple office sites (e.g., Bali + Lombok)
• Available to join as soon as possible.
• Basic knowledge of Indonesian labor health & safety (K3) in office settings
• Familiarity with procurement or inventory software