About Hapag-Lloyd
With a fleet of 264 modern container ships and a total transport capacity of 2.0 million TEU, Hapag-Lloyd is one of the world’s leading liner shipping companies. In the Liner Shipping segment, the Company has around 13,500 employees and 400 offices in 135 countries. Hapag-Lloyd has a container capacity of 2.9 million TEU – including one of the largest and most modern fleets of reefer containers. A total of 113 liner services worldwide ensure fast and reliable connections between more than 600 ports across the world. In the Terminal & Infrastructure segment, Hapag-Lloyd has stakes in 20 terminals in Europe, Latin America, the United States, India, and North Africa. The roughly 2,600 employees assigned to the Terminal & Infrastructure segment handle terminal-related activities and provide complementary logistics services at selected locations.

Function and Duties

-> Secretariat support

  • Provide secretarial and administrative support to the Senior Directors within the organization.
  • Organize business travel including reservation of hotel accommodation, ticketing, travel documents application etc. for the Senior Directors and their staff, as well as for overseas visitors.  
  • Preparation and submission of travel expense reports for the Senior Directors.
  • Organize meetings, workshops, conferences by providing logistics supports such as inspection of venue, invitation, coordinate agenda, confirmation of participants attendance, hotel reservations, transport etc.
  • Organize and maintain an up-to-date filing system.
  • Coordinate Company townhall sessions and assist to organize company events/functions.
  • Provide secretarial support for company management meetings

-> Handle day-to-day administrative and front desk reception duties including:

  • Attending to visitors;
  • Phone calls;
  • Booking appointments/meeting rooms;
  • Stocking the pantry;
  • Sorting/ filing documents;
  • Data entry;
  • Arranging couriers for mail;
  • Maintain safe, neat and tidy office/pantry areas etc. 

-> Responsible for office and operations admin-related tasks including:

  • Sourcing & purchasing of corporate name cards, gifts, printing material, stationery, and office pantry provisions etc.;

-> Supporting HR department with updating training courses calendar, sending of gifts/wreaths and organizing of HR related activities.
-> Any other administrative tasks assigned. 

Qualifications and Technical Job Requirements

  • Minimum Diploma preferably in Business Studies/Management or a relevant discipline.
  • At least 5 years of relevant reception / administrative support experience in a corporate setting.
  • Ability to multi-task and work independently with attention to detail.
  • Excellent organizational and time management skills.
  • Possess PC skills with MS Excel/Word/PowerPoint, Outlook and calendar management.
  • Good Communication and Interpersonal skills.
  • A passion to learn, grow and be involved.
  • Preferably Junior Executives specializing in Clerical/Administrative Support or equivalent.
  • Flexible Work Arrangements will be limited due to a number of office responsibilities. 

Success Criteria for Position

  • Desire to grow and advance in the role and unafraid to shoulder more responsibility.
  • Open to learn, take part in company initiatives and also surface creative employee engagement programmes.
  • Meticulous and creative.

Contact person

Leonard Leong