Logistics Coordinator

Founded in 1946, the Bay Area Electric Railroad Association and it’s project the Western Railway Museum (WRM), in Solano County, California has preserved the regional heritage of electric railway transportation for present and future generations. A museum of interurban transit equipment, it holds the largest collection of Sacramento Northern Railway equipment and offers an array of family fun activities including over 50 historic cars on display, railway exhibits, the Museum Store and Gift Shop, and historic streetcar and interurban electric train rides. The museum is operated by the Bay Area Electric Railroad Association (BAERA), a non-profit organization that was created to foster interest in streetcar, interurban, and mainline electric railroad operations, and to preserve these rapidly vanishing pieces of history.

Our museum is supported by a community of 1,000 members and 100 volunteers, alongside revenue from ticket sales, museum store sales, cafe sales, and generous tax-deductible donations from organizations and individuals alike.

POSITION SUMMARY

We are excited to announce an opportunity for a Logistical Coordinator to join our team. This role is pivotal in strengthening day-to-day museum operations while enhancing and expanding our volunteer program across all departments, including Docent Corps, Track, Overhead Line & Substations, Archives, Train Operations, the Shop Department, Visitor Center, Café, and Gift Shop.

Our organization thrives on the dedication of an essential volunteer force working alongside a small but committed staff. The Logistical Coordinator will play a critical role in building organizational capacity, supporting sustainable operations, and ensuring a welcoming, well-coordinated experience for volunteers, staff, and visitors alike.

This position works closely with the Association Administrator and the General Manager and is instrumental in the organization, development, and long-term success of the volunteer program, while also supporting museum logistics, special events, and public-facing operations.

Key ResponsibilitiesVolunteer Program Leadership

• Recruit, screen, and onboard volunteers across all departments
• Coordinate volunteer orientations and specialized training workshops in collaboration with department superintendents
• Assign volunteers to appropriate roles based on qualifications, interests, and organizational needs
• Serve as the primary point of contact for volunteer inquiries, ensuring timely follow-up by phone, email, and volunteer management platform
• Maintain accurate volunteer records to include contact information and activity logs/tracking of hours using our volunteer management platform
• Manage and optimize Volunteer Hub (or other volunteer management platforms); ensure events and calendars are up-to-date 
• Organize volunteer recognition program and appreciation events
• Serve as liaison with external organizations and partners that provide volunteers
• Support the creation and implementation of volunteer-related policies in collaboration with leadership
• Assist the General Manager with conflict mediation and discipline of volunteers

Operations & Logistics

• Coordinate part time staff scheduling to meet operational needs
• Directly supervise part time staff time and manage time and attendance of part time staff and ensure accurate timekeeping working closely with the GM
• Work closely with the GM to coordinate initial and ongoing training and engagement of PT Staff
• Support daily museum operations, including the Visitor Center, gift shop, and café oversight
• Maintain workflows and the organizational calendar
• Serve as a vendor liaison and coordinate vendor-related logistics
• Support special event planning and execution
• Work closely with leadership to align logistics with programming and promotion for events and special promotions

Exhibition & Program Logistics

• Support exhibition planning and logistics, including timelines, budgets, and resource coordination
• Oversee exhibition installation and de-installation processes
• Liaise with designers, curators, installation teams, and internal departments

Public Engagement & Hospitality

• Serve as an ambassador for the museum, representing the organization with professionalism and warmth
• Provide excellent hospitality and guest services
• Confidently engage with the public and navigate diverse personalities
• Support a welcoming, inclusive, and mission-driven visitor experience

Administration & Organizational Development

• Support organizational development initiatives and internal systems
• Maintain precise records and ensure data integrity
• Collaborate with leadership to strengthen operational processes and internal communication
• Participate in networking and outreach opportunities to support volunteer growth and community engagement

Other Duties

• Perform other duties as assigned to support the organization’s mission and operational needs

Salary and Benefits

Salary: $68,000 - $71,000

Medical Insurance: The Bay Area Electric Railway Association through our Insperity platform. 

Dental & Vision Insurance: Only Full-Time employees are eligible for Vision and Dental insurance. For further information on the organization's Vision and Dental Insurance plan, please refer to the summary found within the Insperity platform. 

Retirement Benefits: All employees are eligible to participate in BAERA’s 403(b) plan through the Human Interest platform within Human Interest. Participation is voluntary and employee-funded; BAERA does not provide an employer match at this time.

Vacation: Vacation is calculated based on your work anniversary year. Employees accrue one (1) hour of vacation for every thirty (30) hours worked. Vacation time taken does not accrue additional vacation. Accrual is subject to an annual maximum of 40 hours in the first year of employment and 80 hours per year after the first anniversary, with a standard maximum accrual cap of 120 hours. Accrued vacation may carry over year to year but may not exceed the maximum cap. Once you reach the maximum accrual amount of 120-hours, additional vacation will not accrue until the balance falls below the maximum. Vacation entitlement increases with length of service as follows: 1 week after year one, 2 weeks after year two, 3 weeks after year five, and 4 weeks after year ten. Full-time employees accrue vacation time immediately upon hire but may not use vacation until completing 90 days of employment. Accrual rates, usage guidelines, and maximum balances are governed by BAERA policy.

Sick Leave: Eligible full-time staff members begin to accrue sick and safe leave upon employment at a rate of one hour for every 30 hours worked. Part time staff will accrue sick and safe leave upon employment at 3.1 hours per pay period. You may not accrue more than 80 hours (10 days) of leave for any reason. If you are classified as exempt, you are presumed to work 40 hours per week, unless you are normally scheduled to work fewer than 40 hours, in which case sick leave accrues based on your normal schedule. You may begin using sick and safe leave on your 90th day of employment. Once you have accrued 80 hours of leave, you will not accrue any more leave until you use some. Part-time staff may only use up to 40 hours (five days) of your available sick and safe leave per leave year. For the purposes of this policy, the leave year is the employee's work anniversary. Paid sick and safe leave may be taken in no less than two hours increments. You may not use more sick and safe leave than you have accrued or receive an advance of sick and safe leave that has not yet been accrued. 40 hours of earned but unused sick and safe leave will carry over to the following leave year for both part- and full-time staff.