Administration Officer

The purpose of this document is to describe the position of Administration Officer in the Keolis MHI organization. The missions and activities described below are not exhaustive and may evolve to better suit the needs of Keolis MHI.

Main responsibilities

• The Administration Officer will be responsible for providing administrative and clerical support to the Rolling Stock Department including official letters, emails, reports and minutes of meetings.

• Responsible in scheduling meetings and coordination of appointment diaries, filing system and records

• Responsible for daily updating of data and preparation of daily and weekly reports for the clients

• Responsible for monitoring time, attendance and holiday for the Rolling Stock Department including outsource staff and coordinate with the Line and Section Managers and HR.

• Staff’s first point of contact with regards to absences and delays to work and accordingly communicate the information to the Line and Section Managers.

• Responsible for monitoring Key Performance Indicators for outsourced contracts on daily basis.

• Responsible for Rolling Stock Section’s roster in coordination with the Managers

• Responsible for cross checking with official log book of Rolling Stock staff attendance;

• Responsible for filing and control of Rolling Stock section administrative documents and keeping confidential documents

• Responsible for keeping file copies of the training documents for Stores section.

• Perform and carry out other duties as instructed / directed by the Office Manager.

Key skills

• A dynamic, high energy individual who can support several groups/sections within a department;

• Possess good communication skills and the ability to manage multiple tasks efficiently and work productively in a fast-paced, team-oriented environment;

• A mature and responsible approach to work and use initiative to solve problems and be able to liaise in a professional and persuasive manner with staff at all levels in the organisation;

• Strong organisational skills, detail oriented, and the ability to handle multiple priorities;

• Ability to maintain confidentiality in handling highly sensitive, confidential and non-routine information;

• Ability to demonstrate both good literacy and numeracy skills required for the role;

• Possess a recognised qualification in speed and accuracy typing;

• Possess strong PC skills including proficiency with MS Outlook, Word, Excel and Power Point applications and ability to learn new software based applications

Experience

• A minimum of 3 years, preferably 5 years' experience in providing administrative and clerical support to group of individual in a fast paced environment

Educational qualifications

• Ideally a degree holder or high diploma of post-secondary education in Business Administration or related discipline.