Administrative Support

Pacific International Lines (PTE) Ltd; Singapore; On-site; SGD 36,000 - 48,000; Full time

Benefits offered by this job

Opportunities for professional growth

Dynamic and collaborative environment

Focus on sustainability and innovation

Job summary

Pacific International Lines (PTE) Ltd in Singapore is seeking a proactive Administrative Support professional to deliver seamless office administration and employee lifecycle support. This role encompasses onboarding, offboarding, facilities management, and compliance, ensuring operational excellence.

The ideal candidate will possess a diploma or degree in Business Administration and 2-4 years of relevant experience. Join us to be part of a leading global carrier focused on sustainability and innovation, with opportunities for professional growth.

Qualifications

• Minimum 2–4 years of experience in office administration or facilities management.
• Proven ability to manage multiple operational areas with attention to detail.
• Experience in vendor coordination and procurement processes is an advantage.

Responsibilities

• Manage end‑to‑end onboarding and offboarding for staff and interns.
• Administer CorpPass access and maintain accurate records.
• Oversee daily office operations to ensure a well-maintained workplace.
• Raise and manage purchase requisitions related to administrative items.
• Support the setup and coordination of meetings and corporate events.

Skills

Strong organisational skills

Communication skills

Problem-solving skills

Education

Diploma or degree in Business Administration

Job description

Pacific International Lines (PIL) is a global shipping company with over 55 years of leadership. We are seeking a proactive and detail‑oriented Administrative Support to deliver seamless office administration and employee lifecycle support. The role combines responsibility for onboarding/offboarding operations, workplace services, facilities coordination, and administrative governance, ensuring operational excellence, compliance, and a positive employee experience.

Key Responsibilities

• 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.
• 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.
• 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.
• Reception, Access & Employee Services Support – Administer employee access requirements such as PSA passes, PSA vehicle permits, and season parking applications and renewals.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

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