Administrative Specialist

Start your career as an Administrative Specialist at Vopak and contribute to social themes such as energy security and energy transition. We offer you a working environment that is safe and pleasant and where equality, diversity and satisfaction are of paramount importance. Ready to develop yourself and make a positive impact? Improve the world and start as an Administrative Coordinator at Vopak.

What will you do as an Administrative Specialist?

Vopak is seeking a detail-oriented Administrative Coordinator to support various administrative functions and enhance our operational effectiveness.  The ideal candidate will be detail-oriented, resourceful, and capable of managing multiple priorities — supporting leadership, coordinating meetings and events, and ensuring smooth day-to-day operations.

What do we offer you?

• Competitive, market-based compensation package depending on your experience and

• knowledge.

• Career development and growth opportunities.

• Medical / Dental / Vision Insurance

• Flexible Spending Account Options

• Short Term/Long Term Disability Insurance

• Basic and Supplemental Life/AD&D Insurance

• 401(k) Incentive Savings Plan

• Paid Holidays (Fixed and floating)

• Paid Time Off and Sick Days

• Additional Benefits:

  • Tuition Reimbursement

  • Employee Assistance Program

  • Accident Insurance

  • Legal Plan

  • Critical Illness Insurance

  • Hospital Indemnity Insurance

  • Legal Plan

  • ID Theft Insurance

  • Universal Life

What do we expect from you as an Administrative Specialist?

• Must possess or be able to obtain a TWIC (Transportation Worker Identification Credential) as required by the Maritime Transportation Security Act.

• AA degree in Business (preferred) or High school diploma or GED

• College courses in business, finance, or related fields helpful

• Certified Professional Secretary preferred

• 4 – 7 years office clerical experience

• Strong organizational and multitasking abilities with attention to detail.

• Proficiency in Microsoft Office Suite, Google Workspace, and scheduling software.

• Excellent written and verbal communication skills.

• Ability to work independently and manage priorities in a fast-paced environment.

• Professional, reliable, and team-oriented attitude.

What does your day look like?

Your core responsibilities are:

• Adhere by all applicable safety procedures and practices for the location and position; participate in appropriate safety training; demonstrate commitment to and support of SHEQ principles and values; champion safety as a top priority

• Serve as the primary, professional, and welcoming contact for all visitors at reception, managing guest sign-ins and maintaining lobby protocols.

• Efficiently organize and coordinate logistical arrangements (lunch orders, transportation,  for all internal/external customer and visitor meetings.

• Assist managers with various administrative tasks, ensuring efficient workflow.

• Provide support for the health and safety based programs(Voyagers, Randoms, etc) .

• Responsible for inputting requisitions and receiving purchase orders. Creates and submits the Terminal's Purchase Orders (POs) for approval, adhering to established workflow procedures.

• Ensure timely payment by monitoring all outstanding payables.

• Review and adjust benefit invoices for accuracy.

• Assist in planning and executing corporate events, luncheons, retirement, and anniversaries while supporting managers and  HR in organizing employee engagement activities and  event committees.

• Assist with timekeeping and payroll timesheet auditing.

• Monitor utility consumption and compile data for the monthly reporting.

• Responsible for small purchases for the terminal, such as office and cleaning supplies.

•  Coordinate cleaning contractors and small repairs in the office building.

• Work on special projects for the business unit or individual operating companies as assigned.

• Perform other duties assigned by management that fall within the generally expected scope of this position. 

Work Environment

This position requires an employee to be in an office environment as well as exposed to outside elements.  Most extreme elements are heat in the summer months of up to 104°F (40°C) and some exposure to cold of generally no less than 15°F (-10°C) in the winter months.  There will be exposure to various chemicals and compounds, including fumes and smells, some of them hazardous.  The employee may enter confined spaces and work in elevated environments.  Employees must be able to wear PPE required by the location.  General office noise may be experienced and louder sounds and vibrations when outside.  The noise level in the work environment is usually moderate.  All environments are safe with appropriate PPE.

Physical Demands

While performing the duties of this job, the employee is regularly required to walk, sit, speak and hear.  The employee is required to stand, use hands to finger, handle, or feel; reach with hands and arms; the employee may be required, on occasion, to climb or balance, stoop, kneel, or crouch.  The employee may be required to climb ladders/storage tanks up to 50’ in height.  The employee may be required to enter confined spaces.  The employee may occasionally lift and/or move up to fifty (50) pounds.  Specific vision abilities required by this job include close vision, peripheral vision, depth perception and ability to adjust focus.  Employees may be required to travel by air, rail, bus, or car.

Applicants must be eligible to work in the United States.  The Company will not sponsor immigration or work visas.

Inclusion & Diversity:

Vopak stores vital products with care. Our commitment to care extends to all our stakeholders, including our own employees, new talents and people in our local communities around the globe. We believe that each individual has the right to be treated with respect and dignity, and to work in a professional atmosphere that promotes equal opportunities and prohibits discrimination or harassment on the basis of race, color, national origin, religion, sex, sexual orientation, age, political orientation or trade union membership, allowing everyone at Vopak to develop their full potential.

It is Vopak’s policy to employ and administer employees without regard to race, color, religion, gender, sexual orientation, age, national origin, disability, citizenship status, or status as a disabled veteran or veteran of the Vietnam Era and in accordance with federal and state civil rights laws.

Accommodations

If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview, or to otherwise participate in the hiring process, please contact hr.usa@vopak.com.

Want to start as an Administrative Specialist at Vopak?

Are you ready to share your vision and contribute to Vopak's projects? Then start as an Administrative Specialist  and apply now!