Administrative Services Manager

Alstom•Phoenix, AZ

2d•Onsite

About The Position

The Administrative Services Manager will report to the General Manager and is responsible for planning, directing, and overseeing the day-to-day administrative operations that support the safe, efficient, and compliant delivery of transportation services. This position manages administrative systems, records management, compliance documentation, personnel support functions, and office operations while ensuring organizational effectiveness and adherence to company policies and regulatory requirements. The Administrative Services Manager supervises administrative and clerical personnel and serves as a key liaison between operational departments, Human Resources, regulatory agencies, and management. The position is responsible for maintaining accurate records, supporting workforce administration activities, ensuring document control and compliance, and implementing efficient administrative processes that support transportation operations.

Requirements

Bachelor's degree in Business Administration, Logistics, Transportation Management, Public Administration, or a related field.
Minimum of five (5) years of progressively responsible experience in administration, operations management, transportation management, logistics, or a related field.
Experience managing administrative functions, records management systems, and compliance documentation.
Proficiency with Microsoft Office applications, document management systems, and administrative software.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Ability to maintain confidential and sensitive information.
Strong analytical, problem-solving, and decision-making abilities.
Ability to establish and maintain effective working relationships with employees, management, regulatory agencies, and external stakeholders.

Nice To Haves

Experience supervising administrative or clerical personnel preferred.
Experience in a public transit, rail transit, transportation, or logistics environment.
Experience supporting regulatory compliance, contract administration, and records management programs.
Familiarity with Federal Transit Administration (FTA), Arizona Department of Transportation (ADOT), or similar transportation regulatory requirements.
Professional certification in business administration, records management, project management, or a related discipline.

Responsibilities

Manage and oversee daily administrative operations supporting transportation and transit service delivery.
Develop, implement, and maintain administrative procedures, processes, and controls to improve organizational efficiency.
Coordinate administrative support activities across operational and management departments.
Monitor administrative performance and recommend process improvements to enhance service delivery and regulatory compliance.
Support management teams with reporting, correspondence, records administration, and operational documentation.
Ensure proper documentation is maintained for all transportation activities, including permits, vehicle records, operational logs, licenses, certifications, and compliance documentation.
Maintain comprehensive and accurate records in accordance with company policies, contractual requirements, and applicable federal, state, and local regulations.
Develop and maintain organized filing and document retention systems for operational, personnel, and regulatory records.
Ensure documentation is readily available for audits, inspections, investigations, and regulatory reviews.
Coordinate document control processes to ensure accuracy, confidentiality, and accessibility of records.
Monitor administrative compliance with regulatory requirements, company policies, and contractual obligations.
Assist with preparation and submission of regulatory reports, permits, and compliance documentation.
Support internal audits and external regulatory reviews.
Maintain records related to safety programs, employee qualifications, certifications, and required regulatory documentation.
Ensure administrative practices support organizational compliance objectives.
Supervise administrative and clerical personnel, including assigning work, scheduling staff, and monitoring performance.
Conduct employee training, coaching, performance evaluations, and professional development activities.
Ensure administrative staff are knowledgeable regarding company policies, procedures, and compliance requirements.
Foster a culture of teamwork, accountability, customer service, and continuous improvement.
Support workforce planning and resource allocation to meet operational needs.
Assist Human Resources with recruitment activities for transportation-related positions.
Coordinate onboarding activities, employee orientation, and administrative processing for new hires.
Support employee records management, personnel documentation, and workforce reporting requirements.
Assist with tracking employee training, certifications, licenses, and compliance requirements.
Coordinate communication between management, Human Resources, and employees as required.
Ensure staff compliance with company policies, procedures, and applicable safety regulations.
Support implementation and communication of organizational policies and administrative procedures.
Assist with safety initiatives, compliance monitoring, and corrective action tracking.
Promote safe work practices and support organizational safety objectives.