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.