Sales Support & Admin Staff

The purpose of the job is to manage and update documents across the region within the library, ensuring they are accurate, organized, and accessible. It also involves supporting the Group Bid & Pricing team with technical components, completing client & vendor-required qualifications and due diligence processes, and maintaining contracts across the region through effective housekeeping. Additionally, the role includes streamlining and tidying up documents and procedures, as well as preparing clear and professional presentations to support operational and strategic needs.

The Admin Executive must be able to anticipate and address tasks with the goal of ensuring complete satisfaction.

1. Support bid preparation:

• Collaborate with the HSEQ department to complete questionnaires and provide required documentation.

• Compile relevant materials such as the company profile, certifications, and policies.

• Format and enhance the proposal to ensure a polished, consistent, and professional appearance.

• Proofread the final proposal to ensure accuracy and quality before submission.

2. Library Management for the Integrated Logistics Department:

• Policies: Organize and maintain the latest company policies on SharePoint, including Health, Safety, Environment, Quality (HSEQ), compliance policies, and other relevant guidelines.

• Templates: Update and manage templates for various documents to ensure consistency.

• Country-Specific Information: Regularly update information on country profiles, organizational charts, experience records, insurance details, procedures, and port details.

• Vendor Tariffs: Ensure vendor tariffs remain valid and up to date.

3. Qualifications & Due Diligence Processes:

• Register the company as a qualified supplier on client portals/ systems.

• Complete annual due diligence to maintain the company’s status as a qualified supplier in client systems.

• Vendor Qualification: Collaborate with vendors to complete the qualification process and achieve Ben Line’s approved vendor status.

4. Contract Management:

• Save new contracts to SharePoint and update a master list with key details.

• Track contract expiration dates and coordinate with internal team to ensure timely renewals.

5. Other Administrative Support:

• Prepare presentations and compile relevant information.

• Perform data entry and analysis for quotations.

• Organize, format, and streamline documents efficiently based on specific requests.

• Education: Bachelor’s degree in Business Administration, Logistics, or related fields.

• Experience: 1 - 3 years of administrative experience in maritime or logistics.

• Technical Proficiency: Proficient in Microsoft Office (Excel, Word, PowerPoint), SharePoint.

• Attention to Detail: Meticulous and organized, with the ability to handle multiple tasks simultaneously while meeting deadlines. Accuracy in preparing documents, maintaining records, and proofreading documents.

• Problem-Solving: Proactive and resourceful, with the ability to anticipate challenges and develop solutions to ensure smooth tender submissions.

• Communication Skills: Strong verbal and written communication skills to coordinate with internal teams and customers effectively.

• Personal Attributes: Team player, adaptable to dynamic work environments and industry-specific challenges.