Logistics and Admin Officer

Keolis.MHI

The Logistics Administrator will be part of the Operational Services Team, providing logistical support and administrative or clerical assistance to ensure the efficient functioning of the Passenger Services Department.

The Logistics Administrator will report directly to the Operation Service Manager and will work closely with, and may receive directions from, the Passenger Service Manager as required.

Key Responsibilities

Strategic

• A mature, proactive and responsible approach to work with initiatives and problem-solving capability
• Ability to liaise in a professional and persuasive manner with staff at all levels in the organisation.
• Effective communication skills and the ability to manage multiple tasks efficiently and work productively in a fast-paced, team-oriented environment.
• Good literacy and numeracy skills required for the role.
• Ability to understand complex systems and possess good IT skills.
• Strong organisational skills, detail oriented, and the ability to manage multiple priorities.

Stakeholder / Customer

• Support internal customers by responding promptly to logistical and administrative queries, ensuring smooth day-to-day operations.
• Build and maintain effective working relationships with staff at all levels through professional, clear, and timely communication.

Operational

• Collect and manage station-related documents and forms, ensuring accuracy, completeness, and timely handover to relevant teams within the Passenger Service department.
• Maintain a structured log of all collected forms and transmittals for operational tools such as damaged keys, radios, and IAS devices.
• Organize and file transmittal forms systematically to support compliance, traceability, and readiness for audit or reference.
• Coordinate uniform request processes and ensure correct documentation is submitted to the Central Support Assistant for processing.
• Collect taxi receipts, prepare consolidated records, and distribute reimbursements or notifications to staff as and when the corresponding fare amounts are received.
• Prepare Goodie Bags for Special events and coordinate vehicle arrangements by requesting the necessary support for transportation needs.
• Support the Operations Services Team during events, including the setup and logistical arrangements for both OSM and OSY activities.

Capability / People

• Participate actively in team meetings and training sessions to enhance individual and team capabilities.

KEY COMPETENCIES

Technical Competencies Operational Knowledge

• Thorough knowledge of the station & train operations, peer management, roster arrangements, operations, general operations control centre functions and associated activates.

Work Instructions & Processes

• Awareness and understanding of the relevant work instructions and safety procedures

Behavioural Competencies

• Ability to communicate effectively and persuasively with staff at all organizational levels, fostering positive and collaborative relationships.