Office Manager - MVTA

Keolis America•Burnsville, MN

About The Position

The Office Manager supports the MVTA contract through administrative coordination, data and performance reporting, office operations, finance-related liaison work, and Road Traffic Safety Management System (RTSMS) responsibilities. The role maintains contract documents and records, prepares client billing and required reports, supports local management with performance metrics, and coordinates office supplies and employee appreciation activities. The position also helps ensure confidentiality and customer service while supporting organizational culture and safety processes. The physical demands and work environment may include extended periods of walking, standing, sitting, bending, pushing, pulling, climbing, lifting, balancing, stooping, twisting, squatting, handling materials, repetitive hand-wrist motions, and traversing uneven surfaces. Potential exposures include extreme heat or cold, loud noises, fumes, and airborne particles. Office staff may work indoors in air-conditioned or well-ventilated offices or cubicles equipped with a telephone and computer, and may spend time typing or looking at a computer screen. Reasonable accommodation may be requested to enable individuals with disabilities to perform the essential functions. Applicants must be authorized to work in the United States; visa sponsorship is not provided. Employment is contingent on a background check. Drug screening and a physical examination apply to safety-sensitive positions. Keolis states that it is committed to safety, minimizing environmental impacts, equal employment opportunity, and providing competitive compensation and benefits, development opportunities, and a safe work environment.

Requirements

At least 3 years of experience as an Office Administrator in transit or logistics.
Experience analyzing data and reporting.
High school diploma or GED.
Experience in a fast-paced work environment.
Intermediate knowledge and experience with Microsoft Office Suite.
Valid Minnesota driver license.
Excellent time-management and organizational skills.
Attention to detail.
Professional demeanor and good customer-service etiquette.
Excellent verbal and written communication skills.
Ability to multitask.
Strong analytical and reporting skills.

Nice To Haves

Bachelor’s degree in business administration or a related field.
Knowledge of NTD reporting requirements.

Responsibilities

Maintain and furnish contract-related documents, including on-time performance, contract and penalty compliance, customer complaints and resolutions, and staffing reports.
Update data weekly and monthly for display in the VIZ room, including measurable key performance indicators.
Manage client requests for weekly and monthly reports and audits.
Use tools such as MS Excel and office equipment to stay organized.
Manage office inventory and coordinate with vendors to maintain supplies.
Produce monthly billing and reporting required by the client contract.
Maintain integrity and confidentiality in dealings with internal and external customers.
Prepare NTD reports, including mileage, service hours, passenger counts, and safety-related incidents.
Assist with organizational culture events and projects, including coordinating employee appreciation activities.
Maintain employee confidence by keeping information confidential.
Liaise with the corporate office regarding payroll and related records.
Protect proprietary company information, including financial, labor, and billing data.
Coordinate performance reporting with the local management team, including implementing and tracking key metrics for monthly client reports.
Ensure the RTSMS conforms to requirements and that its processes deliver their intended outputs.
Report on RTSMS performance, opportunities for improvement, and the need for change or innovation.
Promote customer focus throughout the organization.
Maintain RTSMS integrity when changes are planned and implemented.
Perform other duties as assigned.