Office Administrator (Director of Administration) - BRTA at Keolis

Pittsfield, Massachusetts, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Sep, 26

Salary

82555.0

Posted On

08 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Supervision, Human Resources, Labor Relations, Payroll Administration, Procurement, Vendor Management, Data Analysis, Microsoft Office Suite, Collective Bargaining, Workforce Planning, Compliance, Problem Solving, Organizational Planning, Customer Service, Written Communication, Oral Communication

Industry

Ground Passenger Transportation

Description

OFFICE ADMINISTRATOR (DIRECTOR OF ADMINISTRATION) - BRTA Salary Range: $80,000 - $82,555 Knowledge and Experience: * At least 3 years of experience as Administrative Supervisor in transit or logistics * High School Diploma or equivalent. * BS/BA business administration a plus * Ability to work without direct supervision. * Ability to read, write and speak English. * Ability to work flexible schedules that may include nights, weekends, and holidays. * Computer literate. * 3 years’ experience in progressive HR, labor relations, and payroll administration. * Experience working in a collective bargaining/ union environment. * Experience analyzing data and reporting * Experience in a fast-paced work environment * Intermediate knowledge and experience of Microsoft Office Suite Skills: * High level of attention to detail. * Effective communication skills, both written and oral. * Excellent Customer Service skills * Strong organizational planning skills. * Strong practical skills. * Strong analysis and problem-solving skills. * Basic math skills. * Ability to work in a union environment. Key Accountabilities: Leadership & Strategy * Lead, develop, and unify HR, Payroll, and Procurement functions under a cohesive administrative strategy. * Serve as a trusted advisor to executive leadership on workforce planning, labor relations, and operational support. * Drive continuous improvement initiatives to enhance efficiency, service quality, and cost effectiveness. * Establish policies, procedures, and governance frameworks aligned with public sector and transit-specific regulations. * Other duties as assigned Human Resources Oversight * Oversee all HR functions including talent acquisition, employee relations, labor relations, performance management, and compliance. * Support unionized workforce environments, including collaboration with labor representatives and administration of collective bargaining agreements. * Ensure compliance with federal, state, and local employment laws, as well as transit authority regulations. * Lead workforce planning initiatives to address operator shortages, retention, and succession planning. Payroll Administration * Ensure accurate and timely payroll processing for a large, often hourly and unionized workforce. * Oversee payroll compliance including wage laws, overtime rules, and benefit deductions. * Implement controls and audits to maintain payroll accuracy and integrity. * Partner with Finance to ensure proper accounting, reporting, and reconciliation of labor expenses. Procurement & Vendor Management * Direct procurement operations including sourcing, contract negotiation, vendor management, and compliance with public procurement standards. * Oversee acquisition of goods and services critical to transit operations (e.g., fleet parts, equipment, technology, professional services). * Ensure adherence to competitive bidding processes, grant requirements, and minority/women-owned business participation goals. * Optimize vendor performance and cost efficiency through strategic sourcing and contract management. Compliance & Risk Management * Ensure adherence to applicable regulations (e.g., FTA requirements, labor laws, procurement standards, audit requirements). * Establish internal controls and risk mitigation strategies across all administrative functions. * Coordinate internal and external audits and ensure timely resolution of findings. Operational Support * Partner with Operations leadership to ensure administrative functions effectively support transit service delivery. * Align HR, payroll, and procurement processes with operational demands such as shift-based workforce scheduling and maintenance needs. * Drive use of systems and technology (HRIS, ERP, procurement platforms) to enhance integration and reporting. 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 a pre-employment drug screen and a physical examination. Keolis maintains a drug-free workplace. Employment will also be contingent upon completion of a background check consistent with applicable federal, state, and/or local laws. * Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the safest transportation company in the world. * Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of our operations on the communities where we operate. * EEO statement: Our policy is to afford 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 KTA-HR@keolisna.com. 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.

Responsibilities

Lead and unify HR, payroll, and procurement functions to support transit operations and executive leadership. Oversee compliance with labor laws, manage union relations, and direct strategic sourcing and vendor management.