Administrative Coordinator - Mechanical Services & Railway Operations

Strasburg Rail Road•Ronks, PA

1d•Onsite

About The Position

Strasburg Rail Road is seeking an organized, detail-driven Administrative Coordinator to support its Mechanical Services, Freight, Mechanical, and Railway Operations departments. The role handles administrative, purchasing, and ERP work that supports projects and allows estimators, project managers, supervisors, and skilled craftspeople to focus on their work. The employer will provide training in railroad terminology and operations. The coordinator supports Mechanical Services contract projects from setup through closeout; enters approved estimates, material requirements, and project information into NetSuite; prepares purchase orders and purchasing documentation; creates project reports and billing support for Finance; assists with contract and change-order administration; follows up on outstanding items; and provides data-entry, recordkeeping, and reporting support across the Freight, Mechanical, and Railway departments. The position is full-time, Monday through Friday, 7:30 AM to 4:00 PM, and primarily on-site in an office setting. It involves regular interaction with colleagues, project managers, customers, vendors, and Finance, occasional visits to shops and railroad facilities, and potentially occasional travel. Shop and facility visits may involve heat, cold, dust, oil, paint, and noise; PPE is provided when required.

Requirements

Strong organizational skills and careful attention to detail.
Ability to manage multiple projects, priorities, and deadlines.
Strong computer and data-entry skills, including proficiency in Microsoft Excel, Word, and Outlook.
Clear written and verbal communication skills and a professional, team-oriented approach.
Ability to follow purchasing authorities, approval processes, and financial controls.
Discretion with confidential company, customer, and financial information.
Interest in learning the basics of railroad mechanical work, freight, and railway operations.

Nice To Haves

Experience with ERP, accounting, purchasing, CRM, or project-management software; NetSuite is a strong plus.
Background in purchasing, accounts payable/accounts receivable, project or job-cost accounting, or contract administration.
Experience in manufacturing, construction, transportation, railroad, industrial, or project-based work.
Associate or bachelor's degree in business, accounting, finance, or a related field; relevant experience may substitute for a degree.

Responsibilities

Support Mechanical Services contract projects from setup through closeout.
Enter approved estimates, material requirements, and project information into NetSuite to create accurate project, customer, and purchasing records.
Prepare purchase orders and purchasing documentation based on approved requirements and specifications.
Prepare project reports and compile billing support documentation for Finance.
Assist with contract and change-order administration, including preparing, routing, tracking, and filing documents.
Follow up on outstanding items to prevent paperwork from delaying projects, purchases, reports, or invoices.
Provide data-entry, recordkeeping, and reporting support for the Freight, Mechanical, and Railway departments.