Crew Office Administrator

• Pay or shift range: $80,000 USD to $100,000 USD
  The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.
• Operations
• Full-Time
• Requisition #: CREWO
  006982

Driven by Purpose. Powered by People.

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.

Crew Office Administrator

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.

Salary Range: $80,000 - $100,000

Key Responsibilities

• 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.

Required Qualifications

• 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,…