Office Operations Specialist

Title:

Office Operations Specialist The reporting location for this position is

Olean, NY Supervision:

Reports to

Human Resources & Compliance Manager Employment Type:

Part-time $23-$25 per hour

Position Overview:

We are seeking a detail-oriented professional to serve as the cornerstone of our office and regulatory operations. In this role, you will bridge the gap between daily administrative support and critical railroad compliance. You will ensure our recordkeeping meets rigorous industry standards while maintaining a seamless, organized office environment across all railroad territories.

Key Duties and Responsibilities:

Office Operations and Coordination Order and track office supplies; proactively manage inventory levels to prevent shortages (WNYP) Provide professional administration, including data entry, filing and document preparation Coordinate with vendors for office services, maintenance and deliveries Answer phones, respond to emails, and route inquiries appropriately Identify and escalate office issues to appropriate leadership when necessary Railroad Compliance & Reporting Creates, edits and distributes monthly general orders for all railroads Ensures all terminal bulletin boards remain in full compliance with federal and state regulations Assists with T&E field qualifications Maintains high-accuracy spreadsheets for incidents & accidents, T&E annual requirements, HOS (monthly totals), signal and ENS callouts Maintains DOT/FRA inspection reports Prepares for compliance audits Maintains organized electronic records and assists in reviewing/updating internal programs and standard operating procedures (SOP's) Property Facilitates the Right of Entry and Real Property processes, ensuring all filings and approvals are documented Manage the exchange of insurance certificates between the railroad and external partners

Qualifications:

3-5 years of progressive experience in an administrative or operations-focused role Polished written and verbal communication skills with a service-first mindset Strong organizational skills with the ability to prioritize competing tasks in a high-volume environment Exceptional proofreading and grammar skills with a commitment to "zero-error" outbound correspondence Advanced proficiency with Microsoft Office (Outlook, Word and Excel)