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Administrative Executive & Office Support

Location: 

Gresik, ID, 61177

At Barry Callebaut, we are on a journey to transform the cocoa and chocolate industry. As the world’s leading manufacturer of high-quality chocolate and cocoa products, our actions truly shape the future of our industry. We are a business-to-business company, serving the entire food sector, from the cocoa bean to the finest chocolate product. We are a company with a purpose, we believe in doing well by doing good and reinvesting in the communities we operate. We have a long-standing commitment to sustainability and our goal is to shape a sustainable cocoa and chocolate future. We are headquartered in Zurich, and have more than 12,000 passionate Employees working in more than 40 countries worldwide. We are very proud of who we are and what we do. And of course, we are always looking for talented people to help us have a positive impact on our industry and beyond!

About the role

The role is responsible to provide both administrative support to the Managing Director and operational support to the commercial sales team. It involves managing day-to-day executive tasks, event management and office support, as well as contributing to sales operations through data management, systems coordination, and analytical support. Will be located in Kelapa Gading.

Key responsibilities include:

Administrative & Office Management

  • Manage calendars, appointments, correspondence, office operations, and document filing.

  • Handle expense reporting, receipt collection, and SAP approval monitoring.

  • Serve as main contact for office management in Jakarta.

Travel & Visa Coordination

  • Arrange travel, accommodation, and logistics with vendors.

  • Liaise with embassies on visa matters and provide guidance.

  • Support urgent travel issues (missed flights, rebooking, etc.).

  • Manage corporate hotel partnerships and rate uploads.

Event Management

  • Plan and execute onsite/offsite meetings and events for leaders and teams.

Sales Admin Support

  • Support administrative and logistics needs for customer meetings and activations.

  • Handle customer queries and ensure timely follow-up.

  • Coordinate documents (certificates, specs, product info) with internal teams.

  • Manage sample requests, approvals, stock checks, and deliveries.

  • Monitor sales admin processes and recommend improvements.


About you

  • Bachelor degree from any major

  • Proficient in Business English

  • At least 3 years of relevant experience in Secretarial/Office Administration/Facilities Management function with demonstrated customer oriented attitude

  • Proficient in Microsoft applications, Google applications, and SAP

  • Proactive and resourceful with a resilient mindset

  • Builds and maintains good and trusting relationships with others in a cooperative and collaborative manner

  • Able to work independently and partner with different stakeholders at all levels

  • Able to handle multiple priorities to meet deadlines and respond with urgency

  • Can-do attitude, and agile to changing environments and tasks to provide services

  • Willing to be based in Kelapa Gading

 

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong. #oneBC - Diverse People, Sustainable Growth.

If you want to learn more about Barry Callebaut, please find further information here.

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