Crew Office Administrator

Keolis America•Boston, MA

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 tracks crew availability and ensures compliance with Federal Railroad Administration (FRA) requirements for hours of service, mandated rest days, vacation scheduling, and periodic job advertisements. The administrator works closely with Crew Dispatchers and management to maintain operational readiness and accurate records. The position is based in a fast-paced operations control center with shifting priorities and time-sensitive decision-making. Operations run 24/7/365, so flexible scheduling and availability are required. Rotating shifts may include nights, weekends, and holidays, and regular on-call coverage outside scheduled hours is expected, sometimes with short notice. Applicants must be authorized to work in the United States; visa sponsorship is unavailable. Employment is contingent upon passing a pre-employment drug and alcohol screen, receiving a favorable background check, and passing a physical examination.

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 in 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 the 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.
Ability to sit or stand for extended periods in an office or operations control setting.
Applicants must be authorized to work in the United States; visa sponsorship is unavailable.
Must pass pre-employment drug and alcohol screening, receive a favorable background check, and pass a physical examination.

Nice To Haves

Bachelor’s degree preferred.
MBTA commuter rail experience is strongly preferred.
Bachelor’s degree in Transportation, Business Administration, or a related field.
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, maintain accurate records, make timely updates, and identify 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, balancing operational needs with employee time-off entitlements and communicating approvals or conflicts.
Prepare, post, and administer bi-annual T&E job advertisements, coordinate with relevant departments, track applications and 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 crew office performance targets are met.
Perform additional administrative duties as assigned to support efficient dispatch office operations.