Crew Office Administrator

Keolis Canada•Boston, MA

7d•$80,000 - $100,000

About The Position

The Crew Office Administrator supports the safe, efficient, and compliant operation of train and engine (T&E) crews by managing critical administrative functions within the dispatch office. The role ensures accurate tracking and adherence to Federal Railroad Administration (FRA) regulations, including hours of service, mandated rest days, vacation coordination, and periodic job advertisements. The administrator works closely with Crew Dispatchers and Management to maintain crew availability, regulatory compliance, and operational readiness. The position operates in a fast-paced operations control center with shifting priorities and time-sensitive decision-making. Operations run 24/7/365, so the administrator must be flexible and available for rotating shifts and regular on-call coverage, including nights, weekends, and holidays. The role also involves frequent coordination with field crews, management, and external stakeholders. Applicants must be authorized to work in the United States; visa sponsorship is unavailable. Employment is contingent on passing pre-employment drug and alcohol screening and receiving a favorable background check. A physical examination is required. Keolis emphasizes safety, environmental responsibility, equal employment opportunity, professional development, and a safe work environment.

Requirements

High school diploma or equivalent.
3–5 years of experience in rail operations, crew scheduling, transportation logistics, or a related operational role.
Prior supervisory or leadership experience, ideally within a unionized workforce environment.
Strong knowledge of FRA Hours of Service regulations and crew qualification requirements.
Proficiency in workforce management systems such as HASTUS, Kronos, or similar platforms.
Strong organizational, analytical, and multitasking skills under time-sensitive conditions.
Excellent verbal and written communication skills and ability to work effectively across multiple departments.
Intermediate proficiency in Microsoft Office Suite, particularly Excel and Word.
Availability to work rotating shifts, including nights, weekends, and holidays.
Availability for on-call coverage outside scheduled hours, often with short notice.
Authorization to work in the United States; visa sponsorship is not available.
Pass pre-employment drug and alcohol screening, receive a favorable background check, and pass a physical examination.

Nice To Haves

Bachelor’s degree preferred; a degree in Transportation, Business Administration, or a related field is preferred.
3–5 years of experience in rail operations, crew scheduling, transportation logistics, or a related operational role, with MBTA commuter rail experience strongly preferred.
Direct experience with MBTA Commuter Rail operations or similar public passenger rail systems.
Familiarity with Keolis policies, MBTA standards, and relevant collective bargaining agreements.

Responsibilities

Manage and monitor T&E crew hours of service in accordance with FRA regulations, maintaining accurate records, updating information promptly, and identifying potential violations or approaching limits.
Administer and track FRA-mandated days off for T&E employees, coordinate rest periods, ensure regulatory compliance, and maintain related documentation.
Coordinate T&E vacation scheduling with applicable unions, balance operational needs with employee time-off entitlements, maintain accurate records, and communicate approvals or conflicts.
Prepare, post, and administer bi-annual T&E job advertisements, coordinate with relevant departments, track applications or bids, and support the selection process as required.
Generate and distribute reports on hours of service, rest compliance, vacation utilization, and job advertisement status for management review.
Monitor and maintain T&E crew attendance records for accuracy and compliance with company standards.
Assist dispatchers and supervisors with administrative support related to crew assignments, mark-offs, and regulatory documentation.
Ensure crew-related processes and records meet FRA, company, and collective bargaining agreement requirements.
Ensure all crew office performance targets are met.
Perform additional administrative duties as assigned to support efficient dispatch office operations.