Administration Officer

At Maersk Contract Logistics, we have big plans. Our aspiration is to become the global expert in integrated logistics, offering a truly end-to-end service that makes daily trade simpler and easier than ever.

About the Role

Maersk Contract Logistics is looking for a highly organised and proactive Administrative Officer to provide critical administrative and coordination support to the Executive Assistant of the Head of APA and Country Head. This role plays a key part in ensuring the smooth running of the executive office by supporting daily operations, managing priorities, and enabling efficient coordination across stakeholders.

The successful candidate will thrive in a fast-paced environment, demonstrate strong attention to detail, and bring a high level of professionalism when handling sensitive information and senior stakeholder interactions.

 Key Responsibilities

Administrative and Secretarial Support

·       Provide day-to-day administrative support to the Executive Assistant and Country Head.

·       Manage calendars, schedule meetings, and coordinate appointments.

·       Prepare the daily schedule, meeting materials, and supporting documents.

·       Maintain proper filing, documentation, and record-keeping for easy retrieval of information.

·       Coordinate incoming requests, emails, phone calls, and messages where required.

·       Liaise professionally with internal departments, external vendors, customers and stakeholders on administrative matters.

·       Maintain confidentiality when handling sensitive information relating to senior leadership and business operations.

Meeting and Event Coordination

·       Meeting arrangements, including room bookings, calendar invites, conference call setup, catering, and visitor registration.

·       Preparation of meeting agendas, presentation materials, reports, and minutes where required.

·       Coordinate logistics for internal meetings, leadership meetings, town halls, offsites, and business events.

·       Usher guests and ensure meeting rooms are properly prepared before and after meetings.

Travel and Logistics Support

·       Coordinate business travel arrangements, including flight bookings, hotel reservations, transport arrangements, visa support, and travel itineraries.

·       Ensure smooth logistics arrangements for visiting stakeholders, business guests, and regional teams.

Claim Expense Administration

·       Assist with expense claims, reimbursement submissions, and invoice processing.

·       Track administrative expenses and maintain supporting records.

·       Ensure compliance with company policies and maintain accurate records of all claims

Office and Operational Support

·       Procure of office supplies, stationery, equipment, and other administrative items.

·       Coordinate with facilities, IT, finance, HR, and other internal teams to support operational needs. Perform any other administrative duties as assigned from time to time.

What We’re Looking For

• Bachelor’s degree or Diploma in Business Administration, Secretarial Studies, or a related discipline

• 2–5 years of experience in administrative, secretarial, or office support roles

• Experience supporting senior management or executive offices is preferred

• Proficiency in Microsoft Word, Excel, and PowerPoint

• Familiarity with travel booking platforms, expense systems, and collaboration tools is advantageous

• Strong organisational, time management, and multitasking skills

• Excellent written and verbal communication abilities

• Strong interpersonal skills with the ability to engage stakeholders across all levels

• High attention to detail and accuracy

• Ability to handle confidential information with discretion and professionalism

• Independent, resourceful, and accountable with a proactive mindset