Administration Officer (Engineering)

About This Role

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.
• 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

Stakeholder / Customer

• Act as the first point of contact for internal and external queries.
• Liaise with vendors, suppliers, and service providers to ensure smooth operations.

Operational

• Manage office supplies, equipment, and general facilities.
• Maintain organized filing systems (electronic and physical) and accurate records.
• Prepare, edit, and format correspondence, reports, and documents.
• Schedule and coordinate meetings, appointments, and events, including agendas, minutes, and follow-ups.

Capability / People

• Support other departments with day-to-day administrative requirements.
• Provide administrative assistance to ensure team productivity and smooth operations.

KEY COMPETENCIES

Technical Competencies

A good knowledge of Microsoft Office, Excel, Outlook, PowerPoint and Word.

Behavioural Competencies

• Attention to detail.
• Strong organizational skills, detail oriented, and the ability to handle multiple priorities.
• Good literacy and analytical skills required for the role.

MINIMUM QUALIFCATIONS

Min.

Required

Desirable

Education

Certificate in Office Administration

Administrative Assistant Certificate

Business Administration Certificate

Experience

Experience in an administrative or office support role.

Skills / Training

Office skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Communication: Good written and verbal communication skills.

Organization: Ability to manage schedules, files, and office resources efficiently.

Customer service: Ability to deal with internal and external stakeholders.

Time management: Prioritizing tasks and meeting deadlines.

Basic financial literacy: Processing invoices, expense reports (in some roles).

Record keeping: Accuracy in maintaining files and databases.