Office Coordinator

The Company

Hexagon is a global leader in digital reality solutions, combining sensor, software, and autonomous technologies. We are putting data to work to boost efficiency, productivity, quality, and safety across industrial, manufacturing, infrastructure, public sector, and mobility applications.

Our technologies are shaping the production and people-related ecosystems to become increasingly connected and autonomous — ensuring a scalable, sustainable future.

Hexagon’s Mining division solves surface and underground mine challenges with proven technologies for planning, operations, and safety.

Hexagon (Nasdaq Stockholm: HEXA B) has approximately 24,000 employees in 50 countries and net sales of approximately 5.5bn USD. Learn more at hexagon.com and follow us @HexagonAB.

Purpose Of Position

As the Office Coordinator in our Balikpapan office, you will be the linchpin that ensures the smooth operation of our facilities, supporting Mining and IDS GeoRadar. This role is comprehensive, blending administrative oversight with hands-on tasks and event coordination to create a supportive and efficient office environment. The Office Coordinator also plays a crucial role in the onboarding process, ensuring a smooth transition for employees joining or leaving the company. This role is ideal for someone who is proactive, detail-oriented, and takes pride in the hands-on tasks that keep our office environment running efficiently.

Key Responsibilities

• Reception and Front of House Management:
  
  

You will be the personable and welcoming face of Hexagon, embodying professionalism, and warmth as you manage reception area. Your responsibilities include organising and maintaining the front desk and common areas, ensuring they uphold a friendly and orderly office environment. You will handle incoming communications with meticulous attention to detail and sort and distribute mail, ensuring efficient and effective communication flows within the office.

• Facilities and Workspace Management
  
  

As a proactive Office Coordinator, you will conduct regular checks of the physical office environment to ensure everything is in optimal working order. Your responsibilities include promptly contacting building management when issues are identified, such as broken equipment or facilities malfunctions, and following up diligently to ensure they are fixed in a timely manner. You'll also manage staff catering and stocking various kitchen supplies including drinks and snacks, all integral to maintaining a hospitable and comfortable environment for everyone in the office. Your proactive approach will be key in preventing minor issues from becoming major inconveniences, thus ensuring a seamless and functional office space.

• Event Coordination
  
  

Lead the organization and facilitation of both internal and external events, managing everything from catering to logistics and setup. By doing so, you foster team spirit and company culture, ensuring the planning and execution of office events are geared towards enhancing collaboration and strengthening communal bonds.

• Employee Onboarding and Offboarding Support:
  
  

You will ensure a smooth transition for Hexagon employees both entering and exiting the company. You will facilitate onboarding by organizing security access, coordinating IT setups, and arranging necessary equipment, helping new hires integrate seamlessly into the Hexagon family. For offboarding, you will manage the retrieval of company assets, deactivate access, and support exit procedures, ensuring a profession and respectful transition for departing employees. Your effort will uphold Hexagon's commitment to a positive and efficient workplace environment.

• Health and Safety Compliance:
  
  

Conduct regular checks at the Balikpapan office to ensure compliance with health and safety standards, maintaining a safe work environment.

• Administrative Support:
  
  

Manage various admin tasks such as expense reports, petty cash, receipt and despatch of contract documents, office supplies, business cards, annual leave records and logistics for staff and visitors. Take responsibility for monthly staff list submissions, and energy reporting, ensuring all administrative functions support the seamless operation of the office.

Work Conditions

• Full-time permanent position, dedicated to creating a vibrant cohesive office environment.
• Standard working hours: Monday to Friday, 8am to 5pm, requiring physical presence in the office.
  
  

Who We Are Looking For

We need a proactive Office Coordinator with a personable, engaging, and dynamic personality, and excellent problem-solving skills. The ideal candidate will have 2 – 3 years of experience in a similar role, capable of supporting our business in a rapidly changing environment. Key challenges including managing deadlines requiring input from multiple parties, handling, and conflicting priorities, and dealing with global time zones and offices, which necessitates special attention to detail and sometimes navigating language barriers. This role offers the advantage of working with a global team, providing unique opportunity to engage with diverse cultures and professional landscapes.

Important Key Attributes

• Must be proficient in written & spoken English and Bahasa Indonesia
• Must be capable of handling confidential documents and information
• Engaging and dynamic personality
• Strong initiative in problem resolution
• Experience in managing complex schedules and dealing with global time zones.
• Strong organisational skills and the ability to handle rapidly changing environments and conflicting priorities.
• Work independently and self-motivated.
  
  

Hexagon is an Equal Opportunity Employer. We prohibit discrimination against any job applicant based on protected characteristics.