Terminal Office Assistant

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!

• 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 Fed Ex shipments, including urgent deliveries.
• Maintain Fed Ex supplies and create labels for returned paychecks.

• 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.

• Collect meeting requirements and research suitable venues.
• Request proposals and contracts for CFO review and signature.
• Coordinate logistics for off‑site meetings.
• Create PRs and complete GRNs for various vendors and services:

• Port‑wide Lashing, AMS, Catering, STS, NYSA, USMX, Memberships, Industry Events, Fed Ex, Pitney Bowes.

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

• 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.
• 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.

• 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.

• 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…