Administration Officer (Maintenance)

Overview

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

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• 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 And Customer

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• 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 And People

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

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

Education

• Diploma or bachelor’s degree in business administration, Operations Management, or an engineering field
• Certificate in Office Administration

Experience

Skills And Training