Administration Officer (Maintenance)

The Administration Officer is responsible for providing efficient administrative and clerical support to ensure the smooth operation of the Maintenance Department. This role involves managing office resources, maintaining records, petty cash management, procurement request management, attendance and Overtime tracking, coordination with management and administrators regarding all business requirements and supporting Keolis-MHI staff and management with day-to-day administrative tasks.

MAIN RESPONSIBILITIES 

Strategic

• Support the implementation of administrative systems and improvements for maintenance department.
• Assist in ensuring compliance with company policies and procedures.
• Maintain confidentiality of sensitive company information

Financial

• Manage office supplies and inventory within allocated budget.
• Coordinate with vendors and suppliers to secure cost-effective services and materials.
• Track and process administrative expenses related to office operations
• Support maintenance teams to raise procurement requests, purchase orders

Stakeholder / Customer

• Facilitate effective communication and information flow between internal departments and the RTA, operator/contractor teams, consultants, and external regulatory bodies.
• Prepare correspondence, responses, and meeting briefs for high-level stakeholders.

Operational

• Manage office supplies, equipment, and general facilities.
• Maintain organized filing systems (electronic and physical) and accurate records.
• Compile and produce attendance and overtime records for maintenance department
• Timely submission of all such records to relevant departments like HR, Finance
• Prepare, edit, and format correspondence, reports, and documents.
• Schedule and coordinate meetings, appointments, and events, including agendas, minutes, and follow-ups.
• Support maintenance department for document control, ensuring all directives, policies, standards, and procedures are updated and circulated

Capability / People

• Support onboarding, communication, and training coordination for maintenance teams.
• Support maintenance heads to organise staff engagement initiatives, internal workshops, and department wide communications.

KEY COMPETENCIES 

  Technical Competencies

• A good knowledge of Microsoft Office, Excel, Outlook, PowerPoint and Word.
• Basic understanding of metro railways O&M and maintenance practices.

     Behavioural Competencies

• Strong organizational skills, detail oriented, and the ability to handle multiple priorities.
• Good literacy and analytical skills required for the role.
• Integrity, confidentiality, and discretion.
• Proactive, adaptable, and capable of working with minimal supervision

MINIMUM QUALIFCATIONS