Administrative Assistant

Keolis; Dubai; On-site; USD 30,000 - 40,000; Full time

Job summary

A leading company in the transportation sector is looking for an Administration Assistant to provide vital administrative support to its Passengers and Trains Services Department. This role includes monitoring time and attendance, scheduling, and ensuring effective communication with stakeholders, contributing to the department's strategic objectives.

Qualifications

• Degree holder or higher diploma in related discipline.
• Fluent with Microsoft Office, especially Excel and PowerPoint.
• Thorough understanding of Station operations.

Responsibilities

• Provide administrative and clerical support to the Station Operations.
• Monitor attendance and coordinate with Station Supervisors.
• Schedule meetings and maintain appointment diaries.

Skills

Microsoft Office tools

Time management

Communication

Education

Degree or higher diploma in related discipline

Job description

The purpose of this position is to provide administrative support to the Passengers and Trains Services Department.

KEY RESPONSIBILITIES

Strategic

• Contribute to the departmental objective and achievements of Key Performance Indicators.

Stakeholder / Customer

• Establish and maintain professional relationship with internal & external Stakeholders to understand project requirements and deliver creative solutions that meet objectives and deadlines.

Operational

• The Administration Assistant will be responsible for providing administrative and clerical support to the Station Operations including but not limited to the following : Official letters, emails, reports and minutes of meetings Collection of timesheets from Passenger Services and Trains Department for approval Timely and systematic collection of station forms required in completion of reports to Management Provision, distribution and regular replenishment of office supplies and station forms in the stations Daily collection of reports and official documents for submission to various departments Facilitate provision of access badges, name badges and other ID-related needs of the staff in the station according to approved procedures Collection and submission of requests forms for station uniform (shoes, vests, etc.) 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 Regular update of sickness and absence records of station staff

Capability / People

• Responsible for monitoring time, attendance and holiday for the Passenger Services and Trains Department; including outsource staff and coordinate with the Passenger Services Manager, Group Station Supervisors, Train Services Supervisor, and Station Masters that includes but not limited to the following : Monitoring of sickness of staffs and duly recording in the sickness file of the department

KEY COMPETENCIES

• A thorough understanding of Station operations.
• Flexible and adaptable to the demands of the job
• Ability to meet challenging deadlines

MINIMUM QUALIFICATIONS

Min.

Required

Education

Ideally a degree holder or higher diploma of post secondary education in related discipline.

Experience

Through understanding of station operations and associated activities.

Skills / Training

2. Fluent with Microsoft office tools (Must have robust knowledge in MS Excel, Power point)