Admin Specialist

About the role

To support the Administration Department in ensuring compliance with regulatory requirements, maintaining accurate corporate documentation, coordinating travel and permit-related activities, administering company assets, and delivering effective administrative services that contribute to smooth and efficient business operations.

To ensure the efficient management of administrative operations, company fleet and vendor management. The role supports business continuity by delivering cost-effective solutions, maintaining compliance with company policies and regulatory requirements, and providing excellent service to internal stakeholders.

Key responsibilities

COMPLIANCE AND CORPORATE DOCUMENTATION

• Maintain and organize corporate records, permits, licenses, registrations, contracts, and legal documents.
• Coordinate submissions, applications, renewals, and filings with government agencies and regulatory bodies as required.
• Prepare corporate documents including Secretary's Certificates, Board Resolutions, Special Powers of Attorney (SPA), and related documentation.
• Coordinate domestic and international travel arrangements, including flights, hotel accommodations, ground transportation, visa processing, travel insurance, and other travel-related requirements.

TRAVEL ADMINISTRATION

• Process approved travel requests in accordance with established timelines and company procedures.
• Liaise with employees, travel agencies, airlines, hotels, insurance providers, and other service providers to facilitate travel requirements.

PERMITS, ACCREDITATION AND OFFICE COMPLIANCE

• Administer office permits, business registrations, licenses, and accreditations.
• Coordinate renewal of port passes, port permits, and stakeholder accreditations.

FLEET MANAGEMENT

• Coordinate and monitor company vehicle maintenance, registrations, insurance renewals, and repairs.
• Maintain accurate fleet records and ensure vehicle availability to support business operations.
• Ensure compliance with company policies and regulatory requirements related to fleet operations.
• Monitor vehicle utilization and recommend improvements to optimize fleet efficiency.
• Coordinate with service providers and repair shops to ensure cost-effective and timely vehicle maintenance.

ADMINISTRATIVE SUPPORT

• Support employee engagement initiatives, training coordination, and administrative-related activities.
• Manage office storage areas and maintain accurate inventory records.
• Ensure proper safekeeping, issuance, and tracking of company assets and office supplies.
• Prepare and distribute company announcements, advisories, memoranda, and administrative communications.
• Provide administrative support for meetings, training programs, company events, and corporate activities.

PROCUREMENT AND VENDOR MANAGEMENT

• Process purchase requests, requests for quotation (RFQ), purchase orders, and procurement documentation.
• Source qualified suppliers and negotiate competitive pricing and commercial terms.
• Conduct vendor performance evaluations and monitor service level compliance.
• Manage vendor contracts and ensure the timely renewal of agreements.
• Identify cost-saving opportunities and implement procurement process improvements.

COMPANY ASSETS, MOBILE PHONES, AND UNIFORM ADMINISTRATION

• Administer company-issued mobile phones, SIM cards, and communication devices.
• Process requests, applications, renewals, upgrades, replacements, and cancellations of company mobile services.
• Maintain accurate inventory records and accountability documents for company-issued assets.
• Coordinate the issuance, replacement, and collection of company uniforms.
• Monitor asset returns during employee resignation, transfer, or reassignment.
• Coordinate with telecommunications providers, suppliers, and vendors.

About you

• Bachelor's Degree in Business Administration, Office Administration, Legal Management, Public Administration, Management, or any related field.
• At least 3 years and above of experience in administration, compliance, records management, travel coordination, permit processing, or related functions.

About us

Ben Line's history stretches back to 1825. With a history of more than 200 years, the Ben Line name and reputation in the maritime & logistics industry have been built over a long period of time. We have built a reputation for integrity, consistency, reliability and excellence which we constantly seek to protect and grow in our business today, and in the future. At Ben Line, we have a clear responsibility to take our business forward in a way that befits our past, but also in a way that reflects our targets and aspirations for future growth.