Transportation Scheduling Coordinator

About the Role

The coordinator ensures operational efficiency of the Train & Stations Department by managing schedules, rosters, and administrative processes in line with collective bargaining agreements and organizational standards. Responsibilities include accurate record‑keeping, timely communication, inventory tracking, and support for compliance activities such as drug testing and training schedules. The role also assists in contingency staffing, rapid response to absences, and continuous process improvement. • 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 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.

Key Responsibilities

• ▸roster management
• ▸adp timecards
• ▸inventory tracking
• ▸vehicle inspection
• ▸schedule documentation
• ▸process improvement

What You Bring

Hitachi Rail seeks an enthusiastic and self‑motivated Transportation Scheduling Coordinator for the Honolulu Rail Project. The coordinator supports efficient and compliant operation of the transportation workforce by handling scheduling, timekeeping, seniority‑based bidding, and various administrative duties. The role serves as a central point of coordination among operators, supervisors, and management. Candidates should have 5‑8 years of relevant experience, preferably in a unionized environment with knowledge of collective bargaining agreements and seniority systems. Strong organizational, communication, and time‑management skills are essential, as well as proficiency with Microsoft 365 and working knowledge of Hours‑of‑Service regulations for rail operations. A high school diploma or equivalent is required; additional experience in transportation, transit operations, or scheduling, and familiarity with ADP are desirable. • 5-8 years of relevant experience. • 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. • 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. • High School diploma or equivalent. • English proficiency.

Requirements

• ▸microsoft 365
• ▸adp
• ▸hours‑of‑service
• ▸high school
• ▸time management
• ▸communication

Benefits

The salary range for this position is $67,200‑$100,800 per year, dependent on experience and internal equity. Hitachi Rail offers a comprehensive benefits package that includes competitive pay, medical, dental and vision insurance, disability and life insurance, a retirement savings plan, paid vacation, and training and development opportunities. The company is an equal‑opportunity employer and provides reasonable accommodations for applicants with disabilities.

Work Environment

Onsite