Admin Assistant (1 year contract)

DRIVING CONNECTIVITY

Chart your Course with PIL

With over 55 years of leadership in the global shipping industry, Pacific International Lines (PIL) is looking for proactive individuals to drive innovation and sustainable shipping solutions. If you’re fueled by pioneering ideas, enjoy challenging the status quo, and are determined to make a significant impact, PIL wants you as a part of our dynamic community of maritime professionals.

At PIL, we provide local experiences with a global reach. With our headquarters in Singapore, and services offered at over 500 locations in 90 countries, you will have ample opportunities to work with colleagues from different cultures and communities.

Get On Board for a Dynamic and Purposeful Career.

The Administrative Assistant provides vital operational and administrative support to the Office Administration team, ensuring a well-maintained, organized, and efficient office environment. The role covers key areas such as office tidiness, supplies management, vendor coordination, PSA pass administration, store room management, and reception coverage support. The Administrative Assistant will also assist with company events and ad-hoc administrative tasks as required, contributing to the overall smooth running of the office.

Key Responsibilities:

Office Cleaning Services

• Manage and coordinate cleaning vendor(s) to ensure consistent tidiness and hygiene across all office areas.
• Conduct regular spot checks and address any service issues promptly.
• Support special cleaning needs during events or special requests.

Office Stationery & Business Cards

• Manage stock levels and ordering of general office stationery and printed stationery.
• Track stationery usage and maintain inventory records.

Copier Machines

• Monitor copier machine operations and consumables.
• Coordinate vendor servicing and repairs when necessary.
• Ensure machines are in good working condition for daily use.

Pantry & Office Beverages

• Manage procurement and replenishment of pantry supplies, beverages, and drinking water.
• Coordinate servicing of beverage machines and water dispensers.
• Support pantry arrangements for company events as needed.

Office Plants

• Oversee the maintenance of office plants in collaboration with the plant service vendor.
• Monitor plant condition and coordinate maintenance or replacements when required.

Procurement Support (PR & PO Raising)

• Raise Purchase Requests (PR) and Purchase Orders (PO) for all Admin-related purchases.
• Track the PR/PO process to ensure timely approvals and deliveries.
• Maintain procurement records for audit readiness.

PPE Loan Management

• Manage the loan process for Personal Protective Equipment (PPE).
• Maintain accurate inventory records of issued and returned PPE.
• Ensure PPE is kept clean and ready for use; coordinate replenishment as needed.

Store Room Management

• Maintain the tidiness and organization of Admin-managed store rooms.
• Conduct periodic checks and declutter storage spaces.
• Keep an updated inventory of stored items.

PSA Pass & PSA Vehicle Entry Permit Management

• Manage the end-to-end process for PSA Port Pass and PSA Vehicle Entry Permit applications and renewals.
• Guide employees and drivers on required documentation and procedures.
• Liaise with PSA and internal stakeholders to ensure timely processing.
• Maintain up-to-date records of issued passes and permits, and handle cancellations or refunds when required.

Event Support & Ad-hoc Administrative Tasks

• Provide support to the Admin team during company-wide events (setup, logistics, pantry, clean-up).
• Carry out ad-hoc administrative tasks assigned by the Administration Manager or senior Admin team.
• Support team collaboration during peak periods or special projects.

Reception Coverage (When required)

• Provide coverage at the reception counter during periods when the receptionist is on leave or during peak workloads.
• Perform basic reception duties, such as greeting and assisting visitors, answering phone calls amanaging incoming enquiries, managing mail and courier deliveries and maintaining a professional and tide reception area.
  
  

MUST HAVE:

• 3–4 years of relevant office administrative experience.
• Experience with procurement processes (PR/PO) preferred.
• Familiarity with vendor coordination and basic facilities management.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Knowledge of PSA Port Pass and Vehicle Entry Permit processes is an advantage (training will be provided if new to role).

Why Join Us:

• Be part of a leading global carrier with a strong focus on sustainability and innovation.
• Work in a dynamic and collaborative environment.
• Opportunities for professional growth and development.

Application Process:

To apply for this exciting opportunity, please submit your resume outlining your qualifications and experience to PIL Career Website.

About Us

Incorporated in 1967, Pacific International Lines (PIL) is ranked 12th among the world’s top container shipping lines and is also the largest home-grown carrier in Southeast Asia. Based in Singapore, PIL is a global carrier with a focus on Asia, China, Africa, the Middle East, Latin America, Oceania, and the Pacific Islands.

Together with its affiliated companies Mariana Express Lines (MELL) and Malaysia Shipping Corporation, PIL serves customers at over 500 locations in more than 90 countries worldwide with a fleet of 100 container and multi-purpose vessels.

Apart from the core liner shipping business, PIL also has several other business units such as container manufacturing, depot, and logistics services.

PIL strives to meet the needs of its customers by providing value-adding services such as intermodal, breakbulk, and reefer services delivered on innovative technological platforms. With its focus on “Driving Connectivity” and commitment to achieving Net Zero by 2050, PIL aims to be an efficient, sustainable, and future-ready shipping line.

For more information, visit www.pilship.com

Pacific International Lines (PIL) is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.