Office Manager - MVTA

Keolis Group; Burnsville (MN); On-site; USD 45,000 - 60,000; Full time

Job summary

Keolis in Minnesota is seeking an Office Administrator to support administrative and performance reporting for transit operations. You will manage contract documents, ensure on-time performance data, and prepare monthly reports while handling billing, confidentiality, and client communications.

The role requires at least 3 years of related experience, strong MS Excel skills, and a valid Minnesota driver license. A BS/BA in business administration is a plus in a fast-paced environment.

Qualifications

• At least 3 years as an Office Administrator in transit/logistics.
• Experience analyzing data and reporting.
• Knowledge of NTD reporting requirements helpful.
• Must have valid MN driver license.

Responsibilities

• Maintain and furnish all documents related to the Contract, including on-time performance, contract/penalty compliance, customer complaints and resolutions, staffing reports, etc.
• Weekly/Monthly data updates for KPI display in the VIZ room.
• Manage client requests for weekly and monthly reports and audits; stay organized with MS Excel and office equipment.
• Produce monthly billing and required reporting per the client contract; maintain confidentiality with internal/external customers.
• Assist with events and projects related to organizational culture; coordinate employee appreciation activities.

Skills

Time management

Detail oriented

Customer service etiquette

Verbal and written communication

Multitasking

Analytical and reporting skills

Education

High School Diploma or GED

BS/BA in business administration (plus)

Tools

MS Excel

Microsoft Office Suite

Job description

Job Category: Administrative & Performance

• At least 3 years of experience as an Office Administrator in transit or logistics
• Experience analyzing data and reporting
• High School Diploma or G.E.D
• BS/BA business administration a plus
• Experience in a fast-paced work environment
• Intermediate knowledge and experience of Microsoft Office Suite
• Knowledge of NTD reporting requirements helpful
• Must have valid MN driver license

Skills:

• Excellent time management and organizational skills
• Must be detail oriented
• Must be professional and have good customer service etiquette
• Excellent verbal and written communication skills
• Able to multitask
• Strong analytical and reporting skills

Key Accountabilities:

Administrative

• Responsible for maintaining and furnishing all documents related to the Contract, including but not limited to, on-time performance, Contract/penalty compliance, customer complaints and resolutions, staffing reports, etc.
• Weekly/Monthly accurate updating of data to be displayed in the VIZ room to include but not limited to all measurables KPIs
• Manage requests from the client for various weekly and monthly reports and audits
• Ability to remain organized by utilizing tools, such as MS Excel and office equipment
• Manage office inventory and working with vendors to ensure regular supply of office materials
• Responsible for producing monthly billing and required reporting per the client contract
• Maintains integrity in dealing with internal and external customers
• Responsible for NTD reporting to include but not limited to mileage, service hours, passenger counts and safety related incidents
• Assist with events and projects associated with organizational culture development
• Coordinate employee appreciation activities
• Maintains employee confidence by keeping information confidential
• Other duties assigned

Finance:

• Liaison with the corporate office for payroll and related records
• Maintains confidentiality with company proprietary information, to include but not limited to financial, labor and billing data.

Business / Reporting Processes:

• Coordinate performance reporting with the local management team including the implementation and tracking of key metrics for monthly reports to our client

Safety:

• Ensure that the Road Traffic Safety Management System (RTSMS) conforms to the requirements
• Ensure that the RTSMS processes are delivering their intended outputs
• Report to management on the performance of the RTSMS and on opportunities for improvement and on the need for change or innovation
• Ensure the promotion of customer focus throughout the organization
• Ensure the integrity of the RTSMS is maintained, when any changes to RTSMS are planned and implemented

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of the job. Reasonable accommodation may be requested to enable individuals with disabilities to perform the essential functions.

All roles may entail, to varying extents, the following physical demands:

• Long periods (potentially exceeding 8 hours per day) of walking, standing, sitting, bending, pushing, pulling, climbing, lifting, balancing, stooping, twisting, squatting, handling materials, repetitive hand-wrist motions, and traversing uneven surfaces;
• Exposure to both extreme heat and cold;
• Exposure to loud noises, fumes, and airborne particles;

In addition to the above demands inherent in every role, the following roles may entail unique physical demands, including:

• Operators/Drivers may work inside or outside vehicles and may operate vehicles for over 8 hours per day.
• Operations Supervisors and Managers may split their work between an office setting looking at a computer screen/electronic device and active transit field locations driving in a vehicle.
• Maintenance Employees may be exposed to toxic or caustic chemicals in a ventilated maintenance shop and may work with personal computers, laptops, electronic hand-held devices, complex electrical schematics, diagnostic software and testing devices, and other heavy machinery.
• Office Staff may work indoors in air-conditioned or well-ventilated facilities, including offices and cubicle spaces equipped with a telephone and computer and may entail typing or looking at a computer screen.

Additional Statements:

• Drug screening: Pursuant to Department of Transportation regulations, employment for safety-sensitive positions will be contingent upon passing apre-employment drug screen and a physical examination. Keolis maintains a drug-free workplace. Employment will also becontingent upon completion of abackground check consistent with applicable federal, state, and/or local laws.
• Safety commitment: Safety is a way of life atKeolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we canbecome the safesttransportation company in the world.
• Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of our operations on the communities wherewe operate.
• EEO statement: Our policy is to affor Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, pregnancy status, genetic information, veteran status, gender identification, or any other status protected by applicable law. If you require a reasonable accommodation to participate in the application or interview process, please contact [e-mail]. Keolis complies with federal and state disability laws and provides reasonable accommodations to qualified applicants.
• Work authorization: “Applicants must be authorized to work in the United States. Keolis does not sponsor visas for this position”
• Disclaimer and closing statement: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job. Keolis is committed to offering our employees competitive compensation and benefits, opportunities for development and growth throughout an exciting and rewarding career, and the safest work environment possible.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.