Crew Office Administrator

At Keolis, a leader in public transportation and proudly headquartered in Boston, our mission — We Imagine, We Care, We Commit — is more than words. It’s how we support our communities and how we support each other. As part of our team, you'll have access to a comprehensive benefits package designed with your wellbeing in mind. We offer a competitive benefits package that supports your health, wellbeing, and peace of mind. This includes medical, dental, and vision coverage, along with life and disability insurance. You’ll also have access to a variety of voluntary benefits such as hospital indemnity, accident, and critical illness coverage, as well as home, auto, and pet insurance.  To help secure your financial future, we also provide a 401(k)-retirement plan with a company match. At Keolis, you're not just building a career — your part of something bigger.

The Crew Office Administrator supports the safe, efficient, and compliant operation of the train and engine (T&E) crews by managing critical administration functions within the dispatch office. This role ensures accurate tracking and adherence to Federal Railroad Administration (FRA) regulations, including hours of service, mandated rest days, vacation coordination, and periodic job advertisement process. The administrator works closely with Crew Dispatchers and Management to maintain crew availability, regulatory compliance, and operational readiness.

• →Manage and monitor T&E crew hours of service in accordance with FRA regulations, ensuring accurate recording, timely updates, and proactive identification of potential violations or approaching limits.
• →Administer and track FRA- mandated days off for T&E employees, coordinating rest periods, ensuring compliance with regulatory requirements, and maintain related documentation.
• →Coordinate T&E vacation scheduling with applicable unions, balancing operational needs with employee time off entitlements while maintaining accurate records and communicating approvals or conflicts.
• →Prepare, post, and administer bi-annual T&E job advertisements, including coordinating with relevant departments, tracking application/bids, and supporting 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, ensuring accuracy and compliance with company standards.  
• →Assist dispatchers and supervisors with administrative support related to crew assignments, mark-offs, and regulatory documentation.
• →Ensure all 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.

• High school diploma or equivalent; bachelor’s degree preferred.
• 3–5 years of experience in rail operations, crew scheduling, transportation logistics, or a related operational role (MBTA commuter rail experience strongly preferred).
• 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; ability to work effectively across multiple departments.
• Intermediate proficiency in Microsoft Office Suite, particularly Excel and Word.
• Must be available to work rotating shifts, including nights, weekends, and holidays.
• Must be available for on-call coverage outside of scheduled hours, often with short notice.

• Bachelor’s degree in Transportation, Business Administration, or 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.

• Ability to sit or stand for extended periods in an office or operations control setting.
• Ability to work flexible hours, including nights, weekends, and holidays, as required.

• Operations run 24/7/365, requiring flexibility in scheduling and availability.
• On-call response is a regular part of the role, including nights, weekends, and holidays.
• Fast-paced operations control center with shifting priorities and time-sensitive decision-making.
• Frequent coordination with field crews, management, and external stakeholders.

• Applicants must be authorized to work in the United States. Visa sponsorship is not available for this position
• Drug and alcohol screening: Employment contingent upon passing pre-employment drug and alcohol screen. Also, contingent upon receiving a favorable background check. Must pass a physical examination.
• Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the most successful transportation company in the world. 
• Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of operations to our people and the communities in which we operate.
• EEO statement: Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, or gender identification. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
• Disclaimer and closing statement: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job. Keolis is committed to offering our employees competitive compensation and benefits, opportunities for development and growth throughout an exciting and rewarding career, and the safest work environment possible