Operations & Administration Manager

The Lighthouse Bali | Full-time, on-site in Bali

The Lighthouse Bali is a luxury one-to-one rehabilitation centre. We work with three clients at a time staying in their own private villa, supported by a dedicated clinical and operational team. The standard of care is high, the environment is discreet, and the work is detailed.

This is an execution and administration role, closer to a chief of staff or senior executive assistant than to a traditional operations management position. It is not a team-management role.

The Operations & Administration Manager oversees the day-to-day administrative and operational functioning of The Lighthouse Bali, reporting to the CEO. The core of the role is taking ownership of tasks from instruction through to completion with minimal follow-up, rather than requiring ongoing back-and-forth to see them through.

Core responsibilities include drafting and managing contracts and documentation, coordinating logistics and procurement, managing client requests and bookings, building and adjusting client schedules, and researching new initiatives as directed by the CEO or founder. The role also carries a defined set of administrative HR duties and a light-touch payroll and petty cash liaison function.

• Overseeing daily administrative and business operations, taking tasks through to completion.
• Organising internal events and logistics, from planning through execution.
• Planning and refining SOPs, staff policies, and operational procedures.
• Facilitating regular staff meetings, departmental meetings and internal communication.
• Maintaining orderly digital file systems and documentation.

• Drafting client and staff contracts that are complete, accurate, and ready for signature without requiring rewriting.
• Meeting with clients for review and signing of their contracts within 24 hours of arrival.
• Using approved templates and checklists for all standard contract types.
• Ensuring all legal documents are updated and compliant, and calendaring deadlines.

• Creating and managing digital client folders.
• Creating the client's weekly schedule in alignment with the scheduling specialist, taking account of client requests and staff availability.
• Coordinating medical and psychological assessments with the medical and clinical team.
• Calendaring renewal of client visas and other important dates.
• Managing day-to-day client requests, resolving them directly wherever possible.
• Handling scheduling and requests for outpatient and private therapy clients.

• Procuring operational needs promptly and with minimal supervision/oversight.
• Making and managing bookings as required, including travel, appointments, services and venues.
• Arranging deliveries and requests to the villa in a timely manner.
• Researching new initiatives and vendors as instructed and presenting findings with a clear recommendation.

• Coordinating recruitment: sourcing candidates, scheduling interviews, and managing onboarding paperwork.
• Managing contracts and documentation for all staff.
• Tracking staff time-off and leave balances.
• Liaising with accounting on payroll processing and flagging any BPJS or payroll discrepancies promptly.
• Overseeing and monitoring the use of petty cash within the office, kitchen, and client support team.

• Strong administrative and executional skill; able to take a task from instruction to completion without extended clarification.
• Demonstrated ability to draft professional, accurate contracts and documentation with minimal revision required.
• Excellent written and spoken English.
• Excellent organisational, communication, and problem-solving skills.
• Excellent time management skills, calendaring dates and deadlines.
• Skilled in using multiple computer programs and apps, spreadsheets, digital forms, and file systems.
• Experience with procurement, vendor coordination, and event or logistics planning.
• Familiarity with Indonesian labour law and basic HR administrative practices.
• Discretion and sound judgement in handling confidential client and…