Transportation Scheduling Coordinator

Hitachi•Pearl City, HI

22h•$67,200 - $100,800•Onsite

About The Position

Hitachi Rail is looking an enthusiastic and self-motivated Transportation Scheduling Coordinator to work on our Honolulu Rail Project, located on-site in Pearl City, HI . This role is responsible for supporting the efficient and compliant operation of our transportation workforce. This role involves scheduling, timekeeping, seniority-based bidding administration, and various administrative duties critical to day-to-day operations. The Transportation Scheduling Coordinator serves as a central point of coordination between operators, supervisors, and management. Accountabilities : The Transportation Scheduling Coordinator plays a critical role in supporting the operational efficiency of the Train & Stations Department by managing schedules, rosters, and administrative processes in compliance with collective bargaining agreements and organizational standards. This position ensures accurate record-keeping, timely communication, and coordination between operators, supervisors, and other departments to maintain smooth transit operations. The Transportation Clerk also handles timekeeping, inventory tracking, and assists with compliance-related activities such as drug testing and training schedules. Under general supervision, the Transportation Scheduling Coordinator will: Maintain familiarization and perform actions in accordance with applicable union agreements. Maintain familiarization with all department Minimum Operating Conditions. Administer quarterly roster bidding and annual PTO bidding in accordance with collective bargaining agreements. Maintain and manage extraboard rosters and provide up-to-date records to supervisors for operator assignments. Arrange and manage T&S Department schedules, distributing updates when necessary. Accept operator call-outs during business hours and coordinate with supervisors for after-hours notifications, escalating attendance issues to management and Human Resources as appropriate. Call extraboard employees to work, offer additional work opportunities, and perform other scheduling duties in line with the CBA in order to ensure stations and trains are staffed appropriately. Receive and respond to all PTO requests within 72 hours. Enter and verify timecard data in ADP to ensure compliance with guaranteed pay schedules, making adjustments where needed. Coordinate random drug testing scheduling based on HR referrals. Work closely with the Training Department to coordinate schedules for in-person classes, employee recertification, and scheduling OJT. Manage uniform, PPE, and radio inventories. Track vehicle usage records and coordinate vehicle safety inspection due dates. Develop and m aintain internal documentation and spreadsheets used for scheduling, tracking, and reporting. Provide timely updates to management regarding staffing, attendance, and operational impacts. Ensure adherence to federal, state, and company policies related to labor agreements, safety, and operational standards. Maintain accurate records for audits and reporting purposes. Assist in implementing contingency staffing plans during emergencies or service disruptions. Coordinate with supervisors for rapid response to unexpected absences or operational changes. Identify process inefficiencies and recommend improvements for scheduling and resource allocation. Other duties as assigned.

Requirements

Experience working in a unionized environment with an understanding of collective bargaining agreements and seniority systems.
Ability to work independently with effective time management
Working knowledge of Hours-of-Service regulations applicable to rail operations.
Proficiency in Microsoft 365 applications, including Excel, Outlook, and Teams.
Strong organizational skills and attention to detail.
Effective communication skills, both verbal and written.
Ability to maintain confidentiality and professionalism in a fast-paced operational setting.

Nice To Haves

Prior experience in transportation, transit operations, or scheduling roles.
Familiarity with ADP timekeeping systems or similar platforms.
Experience handling logistics and workforce coordination in a safety-sensitive environment.

Responsibilities

Maintain familiarization and perform actions in accordance with applicable union agreements.
Maintain familiarization with all department Minimum Operating Conditions.
Administer quarterly roster bidding and annual PTO bidding in accordance with collective bargaining agreements.
Maintain and manage extraboard rosters and provide up-to-date records to supervisors for operator assignments.
Arrange and manage T&S Department schedules, distributing updates when necessary.
Accept operator call-outs during business hours and coordinate with supervisors for after-hours notifications, escalating attendance issues to management and Human Resources as appropriate.
Call extraboard employees to work, offer additional work opportunities, and perform other scheduling duties in line with the CBA in order to ensure stations and trains are staffed appropriately.
Receive and respond to all PTO requests within 72 hours.
Enter and verify timecard data in ADP to ensure compliance with guaranteed pay schedules, making adjustments where needed.
Coordinate random drug testing scheduling based on HR referrals.
Work closely with the Training Department to coordinate schedules for in-person classes, employee recertification, and scheduling OJT.
Manage uniform, PPE, and radio inventories.
Track vehicle usage records and coordinate vehicle safety inspection due dates.
Develop and maintain internal documentation and spreadsheets used for scheduling, tracking, and reporting.
Provide timely updates to management regarding staffing, attendance, and operational impacts.
Ensure adherence to federal, state, and company policies related to labor agreements, safety, and operational standards.
Maintain accurate records for audits and reporting purposes.
Assist in implementing contingency staffing plans during emergencies or service disruptions.
Coordinate with supervisors for rapid response to unexpected absences or operational changes.
Identify process inefficiencies and recommend improvements for scheduling and resource allocation.
Other duties as assigned.