Administrative Assistant

Req ID: 155563
Job Function: General Management
Full-Time/Part-Time: Full-time
Contract Type: Regular Employment
Job Level: Entry-level

Office Location: San Francisco, CA (SFO), United States

Start Date: 08/27/2018

The Panalpina Group is one of the world's leading providers of supply chain solutions, combining its core products of Air Freight, Ocean Freight, and Logistics to deliver globally integrated, tailor-made end-to-end solutions. The Panalpina Group operates a global network with some 500 offices in more than 80 countries, and employs around 15,000 people worldwide.

We are looking to hire a Administrative Assistant to be responsible for providing administrative support to the Business Unit Manager and location Dept. Heads as well as coordination of office and property management including vendor relations, purchase orders & invoice payments, etc. Under general supervision with dotted line reporting to the DHHR, provides support of temporary employee services and Health, Safety and Environment program.


• Point person for company QHSE program

• Handle all temporary services from initial communication/ordering to monitoring timesheets and verifying invoices from temporary employee agencies and process thru accounts payables.

• Respond to day to day inquiries regarding HR policies and Benefits

• Escalate serious or complex issues with respect to reported employee relations issues

• Maintain and update all OSHA reporting and worker compensation first injury reporting

• Manages tactical aspects of annual open enrollment requirements including compilation, distribution and collection of materials

• Assist in administration of High 5 and other incentive programs

• Provide administrative support in organizing training programs and other employee morale related events as needed.

• Complete monthly FTE reports of total headcount and temporary services personnel

• Assist with coordination, reporting and escalation to District HR Manager of workers compensation/disability claims.

• Maintenance and updating of organizational charts and telephone directories as requested

• Assist with special projects and other HR tasks as needed

• Order and maintain office supplies including the Central Forms Orders stock as well as all general office purchase order management and office equipment function

• Produce monthly expense and overtime report for District Manager

• Organize conference calls, District Operations meetings, Business Unit Staff meetings, luncheons, HSE & general training initiatives

• Maintain office phone system, security and TSA ID program and order new hire portable phone and computer equipment

• Solicit and coordinate all office vendor relations including price negotiations and service guarantees as well as insuring performance standards are met

• Attend manager & staff meetings and conference calls and record meeting minutes

• Coordinate and organize all Health Safety Environment training and initiatives

• Manage building layout for office moves, parking assignments, furniture and cubicle assignments as well as cleaning services

• May be responsible for ordering and collection of desktop/toasters, laptops & cell phones

Quality, Health, Safety & Environment

• Perform assigned tasks to support Panalpina meets its objectives and targets regarding quality, health, safety and environment as documented in IMS and follow all requirements as set out in the QHSE policy.

• It is the responsibility of all staff to ensure that their day to day activities embrace sustainability/Health and safety therefore reducing the impact upon the environment, supporting the communities we work in and reducing incidents in the workplace.


• Understanding of PA strategy and products

• Business administration competence

• Project Management skills

• Overall understanding of business processes and interdependencies

• Knowledge of process steering instruments

• Knowledge of business processes


• Ability to communicate openly and confidently

• Ability to influence and convince others in a way that results in acceptance and agreement

• Ability to shape conversations to ensure focus and understanding

• Effective listening

• Willingness to engage in constructive confrontation

• Ability to clearly and concisely present both written and/or oral information

• Ability for systematic and rational analysis to identify the root cause of problems

• Willingness to challenge the status quo and to drive innovation and change

• Capable to generate creative ideas/solutions

• Ability to coordinate efforts/resources within and across boundaries to deliver goals

• Ability to work with different cultures and to manage cross functional interfaces

• High priority for teamwork

• Team player

• Capable to build strong and long-term team relationships within and across functions and geographical boundaries and based on ethics and trust

• Ready to take personal accountability for achieving individual and shared goals

• Ability to set robust plans well in advance and to initiate action to move projects forward

• Planning & Organizing (Ability to prioritize, plan, assign & control)

• Time management (monitoring performance against deadlines and milestones)

• Integrity

• Act as a Role Model for Corporate Values and fully adhere to the Code of Conduct

• High energy and resilience

• High commitment and positive attitude in the face of setbacks and obstacles

• High stress level (Ability to work under pressure and deal with tight deadlines)

• Be authentic, approachable, open and honest.


• High School Diploma

• Bachelor’s Degree Preferred

• 4 - 6 years of prior work experience in an administrative role

• Experience supporting first level HR administrative and payroll preferred

Language Skills

• English Fluency

• Second language a plus

Computer Literacy

• Advance software skills, mainly in Word, Excel and PowerPoint

Full time
San Francisco, CA 94101, US