Administrative Coordinator - Mechanical Services & Railway Operations
About The Position
Strasburg Rail Road is hiring an Administrative Coordinator to support its Mechanical Services, Freight, Mechanical, and Railway Operations departments. The role handles administrative, purchasing, and ERP work for Mechanical Services projects, enabling estimators, project managers, supervisors, and skilled craftspeople to focus on their work. The company will provide training in railroad terminology and operations. The coordinator supports contract projects from setup through closeout; enters approved estimates, material requirements, and project information into NetSuite; prepares purchase orders and purchasing documents; compiles project reports and billing support for Finance; and assists with contract and change-order administration. The role also provides data entry, recordkeeping, reporting, and follow-up support across the 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 may involve exposure to heat, cold, dust, oil, paint, and noise; PPE is provided when required. Occasional travel may be 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 when handling 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/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 as 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 so paperwork does not delay projects, purchases, reports, or invoices.
- Provide data-entry, recordkeeping, and reporting support for the Freight, Mechanical, and Railway departments.
Benefits
- Health insurance.
- Company-provided short-term and long-term disability.
- Railroad Retirement pension.
- Paid time off and holiday pay.
- Complimentary ride passes.
- Benefits eligibility beginning on the first day.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
