Administrative Support
Singapore
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.
We are seeking a proactive and detail-oriented Administrative Support to deliver seamless office administration and employee lifecycle support. This role combines responsibility for onboarding/offboarding operations, workplace services, facilities coordination, and administrative governance, ensuring operational excellence, compliance, and a positive employee experience.
The ideal candidate is hands-on, organised, and capable of balancing daily operations with process improvements in a dynamic corporate environment.
Key Responsibilities:
1. Employee Lifecycle Administration
- Manage end-to-end onboarding, offboarding, and employee transfers for staff and interns in accordance with approved workflows.
- Coordinate issuance and recovery of staff passes, access cards, lanyards, locker assignments.
- Ensure system access provisioning and deactivation is performed accurately and in a timely manner.
- Maintain up-to-date records and trackers to support audit and compliance requirements.
2. Access, Security & Systems Management
- Administer CorpPass access, including user access setup, modification, and termination.
- Maintain secure and accurate records of access cards, lockers, and system permissions.
- Oversee CCTV and security systems servicing and vendor coordination.
- Support audits, investigations, and security reviews where required.
3. Office Operations & Facilities Management
- Oversee daily office operations to ensure a safe, functional, and well-maintained workplace.
- Manage office facilities, including equipment (e.g. vending machines), ensuring timely servicing and maintenance.
- Coordinate with cleaning teams, pantry services, and vendors to support daily operations, events, and VIP requirements.
- Supervise facilities support staff to ensure service delivery standards are met.
4. Reception, Access & Employee Services Support
- Administer employee access requirements such as PSA passes, PSA Vehicle permits, and season parking applications and renewals, ensuring timely processing and accuracy.
- Provide reception coverage where required, including visitor management, call handling, and courier coordination – as a coverer.
- Serve as a key point of contact for employee administrative enquiries and support.
5. Financial Administration & Vendor Management
- Raise and manage purchase requisitions, service POs, and blanket POs for admin related items in accordance with procurement guidelines.
- Coordinate billing and payment processing with finance teams, ensuring proper documentation and tracking.
- Support vendor sourcing, quotation comparison, and contract coordination.
- Assist in budget tracking and cost monitoring for administrative functions.
6. Ticketing & Operational Governance
- Manage and monitor administrative ticketing systems to ensure timely response, resolution, and closure of requests.
- Escalate issues proactively and coordinate with relevant stakeholders to maintain service standards.
- Ensure proper documentation and adherence to internal policies and procedures.
7. Meetings, Events & Executive Support
- Support the setup and coordination of training sessions, meetings, and corporate events.
- Provide administrative support for senior management meetings, including coordination of logistics and visitor arrangements.
- Ensure meeting rooms and training facilities are well-prepared and restored post-usage.
8. Emergency Preparedness & Workplace Safety
- Perform designated emergency response roles (e.g. Fire Warden & First Aider)
- Support fire drills, evacuation exercises, and emergency preparedness planning.
- Promote workplace safety and compliance with relevant regulations.
9. Continuous Improvement & Team Collaboration
- Support the Admin Manager in driving office operations improvements and process enhancements.
- Provide cross-coverage for administrative functions to ensure continuity of operations.
- Contribute to building a responsive, service-oriented administrative team.
MUST HAVE:
- Diploma or Degree in Business Administration or related discipline.
- Minimum 2–4 years of relevant experience in office administration, facilities management, or employee services.
- Proven ability to manage multiple operational areas with strong attention to detail.
- Experience in vendor coordination, procurement processes, and facilities support will be an advantage.
- Strong organisational, communication, and problem-solving skills.
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.