The Assistant Manager - Office Support provides high-level administrative and operational support to senior leadership while ensuring the seamless functioning of office operations and workplace facilities. This role bridges executive support, office management, and workplace safety — ensuring smooth coordination, efficient resource utilization, and a productive work environment for all employees.
Key Responsibilities
1. Executive Assistance
- Manage executive calendars, appointments, travel arrangements, and meeting logistics.
- Prepare and review correspondence, presentations, reports, and documentation.
- Handle confidential information with utmost discretion.
- Act as liaison between executives, internal teams, and external stakeholders.
- Track and follow up on deliverables, meeting outcomes, and project timelines.
- Support leadership in special projects, research, and strategic tasks.
2. Office & Workplace Management
- Oversee day-to-day office operations to ensure a safe, organised, and efficient work environment.
- Manage relationships with vendors, service providers, and facility management partners.
- Handle office supplies, pantry inventory, and equipment maintenance.
- Coordinate workspace layout, seating plans, and access control systems with Security team.
- Ensure compliance with workplace health and safety regulations with HSSE team.
- Coordinate janitorial, security, and office maintenance activities with Facilities team.
- Organise company events, celebrations, and engagement activities.
3. Financial & Administrative Management
- Manage company and executive credit cards — monitor usage, collect receipts, and reconcile statements.
- Process vendor invoices, purchase orders, and petty cash reimbursements.
- Responsible to maintain register and stamping of confidential documents required for statutory compliance.
- Track and report office and administrative budgets.
- Ensure compliance with finance and procurement policies.
4. Uniforms, PPE, and Safety Gear Management
- Coordinate issuance, replacement, and maintenance of employee uniforms as per company standards.
- Manage stock and distribution of Personal Protective Equipment (PPE) including safety shoes, helmets, gloves, and other gear as required by job roles.
- Maintain records of PPE issuance, renewal, and compliance with safety regulations.
- Work closely with the HSSE (Health, Safety & Environment) or HR team to ensure employees adhere to safety protocols.
- Liaise with approved vendors for procurement of uniforms and PPE items, ensuring quality and cost efficiency.
5. Communication & Coordination
- Act as a central point of contact for all administrative and office-facility related queries.
- Maintain documentation systems, office policies, and records.
- Facilitate internal communication and ensure smooth coordination between departments.
6. Corporate Branding & Employee Engagement
- Champion the company’s corporate image and culture through consistent branding across office spaces, events, and employee materials.
- Coordinate with Corporate Communications to ensure workplace visuals, signage, and communication materials align with brand guidelines.
- Oversee the display and maintenance of company logos, mission statements, and brand identity elements within the office environment.
- Support in organizing company-wide events, CSR (Corporate Social Responsibility) initiatives, and community engagement programs to strengthen corporate reputation and employee pride.
- Manage the creation and distribution of branded materials (e.g., employee ID lanyards, welcome kits, uniforms, PPE branding, and event merchandise).
- Contribute to internal communication efforts that promote company culture, achievements, and brand storytelling across teams.
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 are happy to support your need for any adjustments during the application and hiring process. If you need special assistance or an accommodation to use our website, apply for a position, or to perform a job, please contact us by emailing accommodationrequests@maersk.com.