Job Description

Join Vopak in Asia & Middle East. Make an impact.

Your role and impact:

As our Secretarial & Business Support Officer, you will provide corporate secretarial support as well as administrative support and coordination of the terminal teams. Are you ready to make an impact on our growing business in our region? Read on to find out more about this exciting job opportunity!

A rewarding place to work

A career at Vopak means you will collaborate on work that impacts the world and be surrounded by endless opportunities to learn new skills and grow in varied directions. The successful candidate will have an opportunity to be a part of a visionary, global tank storage services leader with a heritage of over 400 years and work with some of the brightest minds in the industry. We embrace inclusion and diversity in thought and contribution and are committed to providing an equitable work environment, which is foundational to our core values as a company and is vital to our success. Besides a competitive salary package, we offer a comprehensive benefits program comprising health insurance, parental leave and wellness activities.

Who are we?

Royal Vopak is the world\xe2\x80\x99s leading independent tank storage company that employs around 6,000 employees in 23 countries throughout the world. We store vital products with care. Products for everyday life of today, and of the future. The energy that allows us to turn on the lights, heat or cool our homes or commute to work; the chemicals found in millions of useful products, including your phones; the edible oils to prepare food. We are also developing new infrastructure solutions to actively contribute to the introduction of future vital products, such as sustainable transport fuels for airplanes, flow batteries for storing clean electricity, and hydrogen, which can be used to store and transport renewable energy. For more information, please visit

Responsibilities:

(1) Administration Support and Coordination

Supervise Janitor

Responsible for housekeeping (with the support of the Janitor) for the buildings (internal and external) within the JRC facilities

JI passes management and handling pass application, etc.

Coordinate bus transport arrangement for staff

Responsible for timely delivery of internal and external mails.

Arranging of staff uniforms on a timely and on adhoc basis.

Responsible for replenishment of office printing material, stationery, refreshment and sundries.

Keep track of the archive files stored and those send for destruction

Responsible for yearly training on telephone courtesy.

Develop and maintain a common/systematic filing system in terminal.

Responsible for individual role in crisis management.

Provide high level of PR towards customers, visitors and terminal staff.

Managing the meeting rooms and visitors refreshment.

Responsible for adequate supply of drinking water

Coordinate the arranging for lunch for day shift & office staff.

(2) Corporate Secretarial Support

Preparation & Co-ordination of Annual General Meetings and Board of Directors Meetings

Compilation of AGM and Board meeting presentation slides and materials

Facilitate the signing of AGM and Board materials, including minutes of meeting and bank documents etc.

Timely filing of corporate secretarial documents

Liaise with Primacy on corporate secretarial matters, including preparation (for circulation) of all Board resolutions and AGM minutes

(3) Finance & Business Control Support

AP Invoice Processing role, to ensure timely input of AP invoices into the OCS system

Assist in preparation of JTC invoice reports

Prepare financial surveys for review

Assist the Finance team to prepare audit confirmations e.g. key management etc.

Ensure proper filing of all BCSS contracts

(4) Reporting

Assist in all aspect of General Manager\xe2\x80\x99s routine work including planned programme for his management team and any event for the terminal.

Host terminal visits (relations services)

Schedule & co-ordinate meetings & appointments and signing of terminal documents, including electronically signed documents

Draft internal / external communication on behalf of GM

Manage all events, projects etc. as tasked by GM

Timely preparation of LE and Budget for expenses under GMO and Finance Office

Prepare agenda and record minutes for periodical meetings (.e.g. weekly management team meeting etc.);

Liaise with secretaries from stakeholders \xe2\x80\x93 consortium partners and any other authorities (e.g. reporting)

Support Company Crisis Management Team (CMT), including update of CM handbook & manage CM portal and co-ordinate with SHE/Ops Managers on the set up of crisis room

Manage Management of Change (\xe2\x80\x9cMOC\xe2\x80\x9d) for every change in key personnel

Manage the on boarding program for New joiners

Manage all farewell sessions for Leavers

(5) Logistic Support

Source office supplies and maintain pantry stock

Manage & Track Security Access

Support team logistics such as shuttle bus arrangements

Act as the focal point for the canteen operation, tenanted units and housekeeping

(6) Stakeholder Management

Act as a central point of contact to the internal and external stakeholders of the Terminal, inclusive of the engagement with the front-line personnel.

Liaise with the front-line workforce

Ensure positive engagement with stakeholders

Provide support to ensure the terminal exercise customer service to internal and external customers

Liaison with IT department: Not limited to daily backup tapes in server are changed and request for additional support from time to time is rendered.

Timely disseminate all directive memo, notices, group corporate affair and company worldwide information.

Support and coordinate all related company event is rendered efficiently as and when required.

Requirements:

Diploma/Bachelor\xe2\x80\x99s Degree with 5 to 10 years working experience in office management, document control and/or coordination in General Management

Able to work independently

Strong interpersonal skills

Organizational skills

Detail oriented and proactive

Excellent stakeholder management/relationship skills

Good verbal and written communication skills, including documentation

Strong problem solving skills

Ability to support an e-business environment

How to apply?

Are you the Secretarial & Business Support Officer we are looking for? We are interested in learning more about you. To send your application, click the \'apply\' button. For more information about the vacancy, please email

Learn more about careers in Vopak on our YouTube channel

This is not intended to be all-inclusive. The employee may cover other related duties to meet the ongoing organizational needs.

We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, gender, religion/belief, sexual orientation or age\xe2\x80\x9d.

Only shortlisted candidates will be notified.

The successful candidate will be awarded a local employment contract.

Vopak