Office & Operations Assistant

Join the Shelter Group Family

The Shelter Group, is a dynamic and innovative hospitality company that operates three distinct ventures:

• Shelter Restaurant: An upscale dining establishment renowned for its creative culinary delights and exceptional service.
  

• Hut Cafe: Previously known as Shelter Cafe Seminyak, a vibrant and cozy spot offering fresh, healthy, and delicious cafe-style dishes.
  

• Nalu Ice Cream: A gelato haven known for its artisanal approach and diverse range of high-quality flavors.
  
  We pride ourselves on quality, creativity, and outstanding customer experiences. Join us and be part of a team thats passionate about redefining the culinary landscape.
  
  We are currently seeking an Office & Operations Assistant for our Shelter Brand. Reporting to the Operations Managers, you must be able to achieve exceptional customer service and ensure that customers have a pleasant store experience.
• Support Executive Team

_(Mendukung Tim Eksekutif)_

• Serve as key liaison between Head of Operations (HO) and key internal and external partners, clients, institutions and other stakeholders, providing excellent customer service

_(Berperan sebagai penghubung utama antara Head of Operations (HO) dan mitra internal dan eksternal utama, klien, institusi dan pemangku kepentingan lainnya, menyediakan layanan pelanggan yang sangat baik)_

• Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communicating with multiple parties to schedule events.

_( Bertanggung jawab atas manajemen kalender yang cermat, termasuk merencanakan pertemuan, mengoordinasikan check-in berulang, dan berkomunikasi dengan berbagai pihak untuk menjadwalkan acara.)_

• Provide high level operational and administrative support to HO as needed

_(Memberikan dukungan operasional dan administratif tingkat tinggi kepada HO sesuai kebutuhan)_

• Manage internal communication and prioritization, including organizing and filtering email and messaging, flagging and managing action items and tasks, and holding key players accountable to priorities.

_(Mengelola komunikasi internal dan penentuan prioritas, termasuk mengatur dan memfilter email dan pesan, menandai dan mengelola item tindakan dan tugas, serta meminta pertanggungjawaban dari para pemain kunci terhadap prioritas.)_

• Write and edit internal and external communications.

(_Menulis dan mengedit komunikasi internal dan eksternal.)_

• Provide HO with appropriate preparation before meetings and check-ins, including creating agendas, providing reminders about content and action items and tracking follow-up items.

_(Berikan persiapan yang tepat kepada HO sebelum rapat dan check-in, termasuk membuat agenda, memberikan pengingat tentang konten dan item tindakan, serta melacak item tindak lanjut.)_

• Complete invoicing, expense reports, reimbursements and travel arrangements for individuals and groups.

_(Menyelesaikan faktur, laporan pengeluaran, penggantian biaya, dan pengaturan perjalanan untuk perorangan dan kelompok.)_

• Assist in the management of organizational budgets.

_(Membantu pengelolaan anggaran organisasi.)_

• Serve as Liaison to Board of Directors

_(Berperan sebagai Penghubung ke Dewan Direksi)_

• Oversee board and committee meeting calendars.

_(Mengawasi kalender rapat dewan dan komite.)_

• Organize all logistics for board and committee meetings.

_(Mengatur semua logistik untuk rapat dewan direksi dan komite.)_

• Maintain and distribute board related documents, e.g. bylaws, manuals, minutes, rosters, etc.

( _Memelihara dan mendistribusikan dokumen terkait dewan, misalnya anggaran rumah tangga, buku panduan, notulen, daftar nama, dll.)_

• Manage communications to board members regarding meetings, events, gatherings,etc.

(_Mengelola komunikasi dengan anggota dewan mengenai rapat, acara, pertemuan, dll.)_

• Manage booking of meetings, location and caterer

_(Mengelola pemesanan pertemuan, lokasi, dan katering)_

• Record minutes during meetings and distribute them to board post-meeting.

(_Catat notulensi selama rapat dan distribusikan kepada dewan setelah rapat.)_

• Manage Office Logistics

_(Mengelola Logistik Kantor)_

• Maintain general office functions, including office supply inventory and ordering, performing regular office rounds to ensure office machines are in order.

_(Menjaga fungsi kantor secara umum, termasuk inventaris dan pemesanan perlengkapan kantor, melakukan piket kantor secara teratur untuk memastikan mesin-mesin kantor dalam keadaan baik.)_

• Oversee office storage and file maintenance, including coordination of

_(Mengawasi penyimpanan dan pemeliharaan arsip kantor, termasuk koordinasi)_

• materials and organization of supplies and storage.

_(bahan dan pengaturan persediaan dan penyimpanan.)_

• Assist with phones.

_( Membantu dengan telepon.)_

• Manage systems to ensure the office is tidy and organized, coordinating kitchen cleaning and organizing.

(_Mengelola sistem untuk memastikan kantor rapi dan teratur, mengoordinasikan pembersihan dan pengaturan dapur.)_

• Act as a liaison with the building management on any suite needs (e.g. carpet cleaning, light fixture replacement, office temperature, etc.).

( _Bertindak sebagai penghubung dengan manajemen gedung untuk segala kebutuhan suite (misalnya pembersihan karpet, penggantian lampu, suhu kantor, dll.)_

• Responsible for office vendor relationships (e.g. copier, printer, phones).

( _Bertanggung jawab atas hubungan dengan vendor kantor (misalnya mesin fotokopi, printer, telepon)_

• Responsible for office celebrations (birthdays, baby showers, etc.).

_(Bertanggung jawab atas perayaan kantor (ulang tahun, baby shower, dll.)_

Job Type: Full-time

Experience:

• assistant: 1 year (Required)

Language:

* english (Required)