Admin Executive

This role primarily focuses on designing and preparing clear, brand-consistent presentations, flyers, and leaflets to support the Business Development, Group Bid & Pricing, and Local Integrated Logistics teams in business development efforts, bid submissions, and marketing activities. Leveraging Adobe Creative Suite and Microsoft Office, the Admin Executive ensures all materials are polished, impactful, and aligned with corporate branding.
In addition, the role involves managing and organizing key documents across the region, maintaining accurate contract records, supporting vendor qualification processes, and providing general administrative support. Success in this role requires a proactive mindset, strong attention to detail, and the ability to deliver high-quality, timely outputs across multiple functions.
1. Marketing Materials Design & Management
• Create, update, and manage visual content such as presentations, flyers, leaflets, and marketing documents.
• Ensure all marketing materials are visually compelling, brand-consistent, and suitable for both digital and print use.
• Work closely with internal teams to understand content needs and translate them into professional layouts.
• Expertly utilize Adobe Creative Suite (Photoshop, Illustrator, InDesign, etc.) to design and enhance marketing assets.
2. 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 proposals to ensure a polished, consistent, and professional appearance.
• Proofread final proposals to ensure accuracy and quality before submission.
• Design and update client-facing materials in alignment with brand guidelines.
3. 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.
4. 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.
5. 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.
6. 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.