What are the responsibilities and job description for the Administrative Coordinator - Mechanical Services & Railway Operations position at Strasburg Rail Road?
Administrative Coordinator – Mechanical Services & Railway Operations
Strasburg Rail Road | Strasburg, PA | Full-Time | On-Site
Strasburg Rail Road is known worldwide for steam railroading, and our Mechanical Services team restores and maintains locomotives and rail equipment for customers across the country. We're looking for an organized, detail-driven Administrative Coordinator to keep our Mechanical Services, Freight, Mechanical, and Railway Operations departments running smoothly.
In this role, you'll handle the administrative, purchasing, and ERP work behind our projects. That frees our estimators, project managers, supervisors, and skilled craftspeople to focus on what they do best. If you like bringing order to busy, fast-moving work and want to learn the railroad business, we would love to hear from you. We'll train you on railroad terminology and operations.
What You'll Do
- Support Mechanical Services contract projects from setup through closeout.
- Turn approved estimates, material requirements, and project information into accurate project, customer, and purchasing records in NetSuite.
- Prepare purchase orders and purchasing documentation based on approved requirements and specifications.
- Prepare project reports and compile billing support documentation for Finance.
- Assist with contract and change-order administration, including preparing, routing, tracking, and filing documents.
- Follow up on outstanding items so paperwork never holds up a project, purchase, report, or invoice.
- Provide data entry, recordkeeping, and reporting support for the Freight, Mechanical, and Railway Departments
What We're Looking For
- Strong organizational skills and careful attention to detail
- Ability to juggle multiple projects, priorities, and deadlines.
- Strong computer and data-entry skills, including proficiency in Microsoft Excel, Word, and Outlook
- Clear written and verbal communication, plus a professional, team-oriented approach
- Ability to follow purchasing authorities, approval processes, and financial controls.
- Discretion with confidential company, customer, and financial information
- Interest in learning the basics of railroad mechanical work, freight, and railway operations.
Preferred:
- Experience with ERP, accounting, purchasing, CRM, or project-management software (NetSuite a strong plus)
- Background in purchasing, AP/AR, project or job-cost accounting, or contract administration
- Experience in manufacturing, construction, transportation, railroad, industrial, or project-based work
- Associate or bachelor's degree in business, accounting, finance, or a related field. Relevant experience may substitute for a degree.
Schedule & Work Environment
- Full-time, Monday through Friday, 7:30 AM to 4:00 PM
- Primarily on-site in an office setting
- Regular interaction with team members, project managers, customers, vendors, and Finance
- Occasional visits to shops and railroad facilities, which may involve heat, cold, dust, oil, paint, and noise. PPE is provided when required.
- Occasional travel may be required.
Why Join Strasburg Rail Road?
- Benefits from day one: This full-time position is eligible for benefits starting on your first day, including:
- Health insurance
- Company-provided short-term and long-term disability
- Railroad Retirement pension, a benefit few employers offer.
- Paid time off and holiday pay
- Complimentary ride passes.
- A collaborative team: Work alongside colleagues dedicated to hospitality, professionalism, and the traditions of Strasburg Rail Road.
- A place people love: Steam engines, wooden coaches, and a railroad that has welcomed visitors for generations. Few offices come with a view like ours.
Ready to Climb Aboard?
Apply now and upload your resume. We review applications on a rolling basis, so do not miss the train!
Strasburg Rail Road is an Equal Opportunity Employer and is committed to maintaining a safe, inclusive, and welcoming environment for employees, guests, and visitors. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.