Job Description

The Administration Officer is responsible for providing efficient administrative and clerical support to ensure the smooth operation of the office. This role involves managing office resources, maintaining records, coordinating meetings, SLA's 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.

DIMENSIONS

The role involves working in an office environment and occasionally traveling between Al Qusais Depot and Rashidiya Depot for the collection and submission of documents to the concerned departments. Flexibility in working extended hours may be required by the Line Manager

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.