Terminal Office Assistant

Job Description

APM Terminals

At APM Terminals, we pride ourselves on fostering a culture of innovation, collaboration, and operational excellence. With a presence in over 70 countries and a commitment to sustainability, we offer unparalleled opportunities for growth and development in a diverse and inclusive environment.

Join us as we continue to shape the future of global trade and make a meaningful impact on communities worldwide. Discover your potential with APM Terminals and become part of a team that's redefining the industry standards. Apply now and let's build a brighter future together!

What do we offer as a company?

APM Terminals offers incredible growth, career, and leadership opportunities for those with the ambition, drive, and dedication to become one of the best. In addition to working with a team of talented professionals, you'll have the opportunity to experience different cultures and make friends around the world. If you see yourself as part of a team that helps the global economy grow through our worldwide network of customers and terminals, we'd love to hear from you!

Key Responsibilities

General Administrative Support

· Coordinate travel arrangements for colleagues without corporate cards, including visitors and Operations staff.

· Order and maintain office supplies, coffee provisions, and items for shared spaces (Executive Suite, Board Room, etc.).

· Support onboarding logistics including workspace setup and welcome materials.

· Check and distribute mail for SMT/SLT at least twice weekly.

· Prepare outgoing mail and FedEx shipments, including urgent deliveries.

· Maintain FedEx supplies and create labels for returned paychecks.

Meeting & Event Coordination

· Schedule and confirm meeting room availability via Outlook.

· Partner with hosts to reserve rooms, confirm setups, and coordinate catering and technology needs.

· Liaise with cleaning services to ensure meeting spaces are prepared and refreshed.

· Organize team-building activities and terminal-wide events.

· Support internal training sessions with logistics and materials.

Off-Site Meeting Support (excluding MD and direct reports)

· Collect meeting requirements and research suitable venues.

· Request proposals and contracts for CFO review and signature.

· Coordinate logistics for off-site meetings

IFS Billing & Procurement Support

· Create PRs and complete GRNs for various vendors and services:

o Port-wide Lashing, AMS, Catering, STS, NYSA, USMX, Memberships, Industry Events, FedEx, Pitney Bowes.

· Ensure compliance with procurement policies and use of approved vendors.

Branded Items, Gifts & Seasonal Distributions

· Maintain inventory of approved promotional items and coordinate orders with corporate-compliant vendors.

· Prepare and distribute welcome bags for new hires, including standard items and personalized notes from leadership.

· Assemble gift bags for customers, visitors, and ILA colleagues who support terminal operations.

· Coordinate annual “Cookie and Calendar” distributions in partnership with Commercial and Labor teams.

· Compile recipient lists, prepare items for shipment or pickup, and print holiday notecards for leadership signatures.

· Ensure all branded materials are aligned with corporate standards and stock levels are maintained for planned and ad hoc needs.

Additional Responsibilities

· Liaise with facilities for maintenance and repairs.

· Monitor and coordinate servicing of shared office equipment.

· Maintain emergency supplies in coordination with HSE.

· Track admin metrics and vendor performance for reporting.

· Maintain SOPs for key admin tasks and support cross-training.

Qualifications

· Min 7–10 years of experience in office administration, executive support, or operations coordination.

· Proven ability to work independently and take initiative.

· Strong organizational and multitasking skills.

· Proficiency in Microsoft Outlook, Word, Excel, and Teams.

· Excellent communication and interpersonal skills.

· Familiarity with procurement systems (IFS preferred).

· High level of discretion, professionalism, and attention to detail.

Job Type: Full Time

Salary: $24 - $30/hour

If you've read this far, we're glad to know you're interested in this opportunity. And if you want to use your skills to make a difference, we hope you'll apply for our vacancy. Apply now!

Join a world-leading company as we embark on a digital transformation that will define the industry and revolutionize trade.

If you enjoy taking on big challenges, now is the time to join APM Terminals!

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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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