Site Administration

About Us:

At Maersk, 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.

As a key member of our frontline team, you'll be supported by leading-edge technology and innovative solutions that will help you to meet the diverse needs of our clients. Join us and be part of a dynamic environment where your skills and expertise will be valued and rewarded. Go big, join Maersk!

Key Responsibilities:

1. Facilities Management

• Manage the day-to-day maintenance and upkeep of site infrastructure and facilities, ensuring they remain operational and support business and employee requirements.
• Ensure facilities are maintained in accordance with applicable health, safety, hygiene, and company requirements.
• Coordinate preventive and corrective maintenance activities with internal maintenance teams and external service providers.
• Monitor facility-related issues and coordinate timely repairs, maintenance, and improvement activities.
• Track open facility issues and follow up with relevant vendors/stakeholders for timely closure.

2. Transport & Canteen Management

• Manage employee transportation services, including route planning, scheduling, vendor coordination, and day-to-day transport operations.
• Monitor transport vendors to ensure vehicles meet agreed safety, maintenance, documentation, and service requirements.
• Resolve transport-related operational issues and work with vendors to minimize delays and service disruptions.
• Oversee site canteen operations and monitor food quality, hygiene, cleanliness, and service standards.
• Coordinate with catering vendors on menus, service quality, hygiene requirements, and employee feedback.
• Track service-related concerns and ensure appropriate corrective actions are implemented by vendors.

3. Site Compliance & Audit Support

• Support the ER Lead and Site People Advisor in maintaining compliance with applicable labour requirements, organizational policies, and site procedures.
• Assist in implementing site-level compliance programs and initiatives.
• Support preparations for internal, statutory, customer, and other applicable audits, ensuring required records and supporting documentation are organized and readily accessible.
• Coordinate with DC Managers and relevant stakeholders to track corrective actions arising from audit observations through closure.
• Support Health, Safety, Security & Environment (HSSE) initiatives and participate in risk assessments and incident investigations, where required.
• Maintain appropriate trackers and documentation to support ongoing compliance monitoring.

4. Third-Party Workforce Administration

• Act as a key point of contact for third-party/contractual workforce at the site and coordinate resolution of workforce-related administrative concerns.
• Maintain accurate third-party workforce records, including employee details, employment documentation, deployment details, and applicable contract records.
• Coordinate the onboarding and offboarding of third-party personnel, including required documentation, orientation, and site induction.
• Coordinate workforce schedules with relevant stakeholders to maintain appropriate staffing levels based on operational requirements.
• Monitor schedules, working hours, rest periods, and overtime records against applicable requirements, organizational policies, and contractual terms.
• Monitor attendance through designated systems such as biometric devices or attendance-management platforms.
• Track leave, absenteeism, working hours, and overtime for third-party personnel.
• Generate periodic workforce reports covering attendance, absenteeism, working hours, overtime, attrition, and staffing trends.
• Analyze workforce data to identify operational concerns and provide inputs for workforce planning.

5. Third-Party Vendor Administration

• Manage day-to-day relationships with third-party service and manpower vendors and monitor adherence to agreed Service Level Agreements (SLAs).
• Coordinate with vendors to maintain required workforce and compliance documentation.
• Verify availability of applicable employee documentation, including offer/appointment letters, payslips, and ESIC-related documentation, as required.
• Work with vendors and internal stakeholders to facilitate smooth onboarding and offboarding of third-party employees.
• Communicate attendance, absenteeism, documentation, or other service-related gaps to vendors for appropriate corrective action.
• Maintain records of vendor observations, agreed corrective actions, and closure status.
• Escalate recurring service or compliance gaps to appropriate internal stakeholders.

6. Invoice & Payment Administration

• Review vendor invoices for accuracy of rates, calculations, billing periods, headcount, and supporting documentation.
• Validate invoices against applicable contracts, SLAs, purchase orders, attendance information, and other supporting records.
• Coordinate timely submission of invoices through the applicable approval process to minimize payment delays.
• Identify and resolve discrepancies such as incorrect rates, billing periods, quantities, or unsupported charges in coordination with vendors and internal stakeholders.
• Maintain an organized repository of invoices, supporting documents, and payment-related records.
• Conduct monthly sample checks of salary amounts claimed by vendors against amounts paid to third-party personnel, and coordinate resolution of identified discrepancies.

Qualification & Experience:

• 5–8 years of relevant experience in site administration, facilities, vendor management, third-party workforce administration, or operations.
• Experience in a warehouse, distribution centre, logistics, manufacturing, e-commerce, or other high-volume site environment would be preferred.

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 will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

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  [email protected].