Project Team Assistant

Damco Spain SL; Mississippi; On-site; USD 45,000 - 65,000; Full time

Job summary

A leading company in the logistics industry is seeking a Project Team Assistant to enhance project success and support administrative functions. The role involves project administration, document management, and communication coordination within a dynamic team environment. Ideal candidates will possess strong organizational skills and a minimum of 5 years of experience in administrative roles.

Qualifications

• Requires a minimum of 5 years administrative experience.
• Experience with international organizations preferred.
• Excellent English skills required.

Responsibilities

• Support Project Director with project management and KPI reporting.
• Organize team activities and maintain project communication.
• Coordinate administrative tasks for the project leadership team.

Skills

Communication

Team collaboration

Attention to details

Planning and organization

Education

University degree

Tools

Microsoft Office Suite

MS Teams

Job description

APM Terminals

About APM Terminals

A.P. Moller - Maersk is an integrated container logistics company working to connect and simplify its customer's supply chains. As the global leader in shipping services, the company operates in 130 countries and employs roughly 100,000 people.

As part of A.P. Moller-Maersk, APM Terminals has been lifting standards for developing and operating advanced ports and container terminals for over half a century (as an independent division since January 2001). Now, with 60 strategically located ports and container terminals around the globe and several more in development APM Terminals is lifting the standard of efficiency, responsibility, connectivity, proactivity in our industry.

The Project of the Port of Elizabeth

APM Terminals and the Port of New York and New Jersey recently reached an agreement on the lease extension for APM Terminals Elizabeth through 2062. This extension paves the way for major infrastructure investments which will enhance capacity and transport velocity, create jobs and strengthen the economy.

APM Terminals will invest significantly in Port Elizabeth over the coming years to decarbonize its operations and enhance cargo-handling capacity at its 345-acre terminal. APM Terminals has also committed to the replacement and maintenance of all wharf and berth structures. This investment supports the Port Authority’s Port Master Plan 2050, which anticipates cargo volumes doubling or tripling by mid-century.

Looking to the future, APM Terminals Elizabeth envisions a larger, more efficient container terminal. Planned upgrades include the optimization of the terminal layout, electrification of container handling equipment, and future-proofing container berths. In light of this development, APM Terminals Elizabeth is expecting to receive the sub-award of a Clean Ports Program Grant to partially fund these developments. This sub-award needs to be actively managed and sustained for compliance and project success.

The objective of this role is to assist the Project Director and project leaders to deliver the project by providing excellent project administration, document and system management, communication and business & office administration services and support.

Project Team Assistant will act as a lynchpin within the project management team; supporting project success and coordinating with broader business functions, existing operations and where necessary supporting the other senior project roles.

Principal Accountabilities and Responsibilities:

Project Administration

• Provide support to the Project Director for the management of the project in accordance with project delivery KPIs (key performance indicator) including project performance reporting.
• Accountable for quality control on the translation of key project deliverables. Liaise closely with the senior managers to organise, coordinate and maintain this accountability. Translations may be undertaken internally by the team, Team Assistant or by external translation services.
• Active part of overall project controls, support Project controls Manager with document control and PMWeb (a project management platform) coordination, as necessary.

Team Administration & Communication

• Liaise closely with terminal HR, finance and admin functions to effectively oversee varied team and personnel activities including lunch & learn sessions, toolbox talks, team bonding and social events in accordance with the value of the organisation and project team.
• Internal project communication; accountable for the project’s Microsoft TeamSite, including proactive and inclusive communication of news. This also includes creating, championing and delivering a strategy to increase team collaboration and communication using MS Teams within the project.
• Preparation of records such as agenda, notices, minutes and resolutions of meetings.
• Provide translation services for the senior managers, if required, during meetings.

Business & Office Administration

• Provide administrative assistance to Project Leadership team - coordinate meetings, facilities and take minutes on important meetings. Visitors coordination and front-of-house, correspondence, travel, visas, and other types of support where needed.
• Liaise closely with terminal facility manager and/or procurement to effectively oversee varied activities including cleaning set-up, office furniture, outdoor decoration, IT and Comms set up (including virtual conference facilities), etc.
• Work closely with Safety/HSSE, coordinate PPE and ensure that the visitors safety induction process is well defined and followed.
• Ensuring office equipment, materials and furniture are ordered timely and delivered, with optimum quality and service.

Critical Qualifications/Skills/Experience

• Requires a minimum of 5 years of administrative work experience.
• Experience of working on an international organization will be a great advantage.
• University degree preferred.
• Relevant software platforms relevant to the role for example, document control, expenses or travel planning, video and tele conferencing, social media.
• Microsoft (MS) Office suite

• MS Teams
• Strong team player and collaborator.

• Strong communication skills - verbally, electronically (via virtual platforms, presentations and emails) and written.
• Excellent language skills in English, both written and verbally
• High attention to details
• Requires a high level of planning and organizational skills.
• Must be able to handle company information with confidentiality and discretion.

Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

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