LARO - Admin & Legal Assistant

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 fuelled 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 Legal & Administrative Assistant, to support the HR team with employment contracts, legal documentation, and administrative coordination. This role is ideal for someone who combines strong attention to detail with solid organizational skills and is comfortable working with contracts, policies, and multi-country stakeholders.

The position plays a key role in ensuring accuracy, compliance, and timely execution of HR-related legal and administrative processes, particularly in a regional and fast-paced environment.

Key Responsibilities

• Facilities Management:
  • Manage day-to-day office operations, including supplies, equipment, and workspace organization.
  • Scheduling and overseeing facility repairs, cleaning services, and upgrades.
  • Maintain and organize office files, records, and documentation both physically and digitally.

• HR Legal & Contractual Support
  • Draft, review, format, and manage employment contracts, amendments, addendums, and termination letters, based on approved templates and local requirements
  • Support the preparation and coordination of HR-related legal documents (Contract annex, internal policies, etc.)
  • Maintain and organize employee contractual documentation and records, ensuring accuracy and confidentiality
  • Track contract status, signatures, renewals, probation periods, and key employment milestones
  • Coordinate with external legal counsel, payroll vendors, and local HR teams as required
  • Support compliance with local labor law requirements, escalating issues to HR or Legal when needed

• Office Supplies Management:
  • Tracking office-related expenses, monitoring stock levels to avoid shortages or overstocking and ordering furniture as needed.
  • Liaise with external vendors and service providers as needed.
  • Identifying opportunities to reduce costs without compromising quality or efficiency.

• STECS, Office Expenses Management:
  • Manage the office providers’ invoices, review they are according to the contracts and see through the correct payment and upload of the STECS supporting documentation.
  • Manage the expenses and renditions of payments to suppliers. 

• Administration & reception
  • Scheduling and preparing meeting, receiving visitors, managing incoming and outgoing mails and deliveries.
  • Maintain company records, documents, and internal databases with accuracy and confidentiality.
  • Organizing internal events, workshops, or celebrations.
  • Provide administrative support to the HR Regional Manager and other team members as needed, and coordinating internal logistics preparing and distributing memos and internal communications.
  • When necessary, supporting in coordinating travel and accommodation arrangements for staff.

Skills & Qualifications

• High school diploma required; additional education or training in administration, office management, or business is a plus.
• Previous experience in an administrative or office management role (2+ years preferred), ideally in a small business or logistics/shipping environment.
• Strong organizational and multitasking abilities with a proactive mindset.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable with office systems and technology.
• Fluent in English and Spanish.
• Excellent verbal and written communication skills.
• Strong attention to detail and ability to handle sensitive information with discretion.
• Comfortable working independently and wearing multiple hats.
• Friendly, professional demeanor with a team-oriented attitude.
• High level of integrity and ethical standards.
• Flexibility to adapt to changing priorities and office needs.

We Value

• Experience with office management software (Oracle, SharePoint etc.)
• Strong analytical and organizational skills.
• Initiative and reliability in supporting team and company goals.
• Ability to foster a positive and productive office environment.

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 in English outlining your qualifications and experience on 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.

Copyright © 2024 Pacific International Lines