Administrative Services Manager

Req ID:528142

At Alstom we understand transport networks and what moves people. From high-speed trains metros monorails and trams to turnkey systems services infrastructure signalling and digital mobility we offer our diverse customers the broadest portfolio in the industry. Every day more than 80 000 colleagues lead the way to greener and smarter mobility worldwide connecting cities as we reduce carbon and replace cars.

This role is located in Phoenix AZ and is contingent upon successfully winning a bid and authority approval.

Position Summary

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.

Essential Duties and Responsibilities

Administrative Operations Management

• 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.

Records and Documentation Management

• 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.

Compliance Administration

• 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.

Personnel Supervision and Development

• 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.

Human Resources Support

• 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.

Policy and Safety Compliance

• 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.

Minimum Qualifications

Education

• Bachelors degree in Business Administration Logistics Transportation Management Public Administration or a related field.

Experience

• 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.
• Experience supervising administrative or clerical personnel preferred.

Knowledge Skills and Abilities

• Knowledge of administrative management principles records management practices and office operations.
• Knowledge of transportation transit logistics or operational support functions.
• Understanding of regulatory compliance requirements document retention standards and administrative controls.
• Strong organizational and project management skills.
• Excellent written verbal and interpersonal communication skills.
• 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.

Preferred Qualifications

• 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.

Working Conditions

• Work is performed primarily in an office and transportation operations environment.
• Position may require occasional evening weekend or emergency support activities.
• Frequent interaction with employees management regulatory representatives contractors and external service providers.

This position is not eligible for Railroad Retirement.

We thank all applicants for their interest; however only those under consideration will be contacted.

You dont need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family youll be proud. If youre up for the challenge wed love to hear from you!

Important to note

As a global business were an equal-opportunity employer that celebrates diversity across the 63 countries we operate in. Were committed to creating an inclusive workplace for everyone.

Job Type:Experienced