Train and lead Office Coordinator to provide administrative support for plant operations teams. Maintain customer relationships and provide updated information as requested. Provides support to the Quality Department with auditing, submitting, and sending documentation to customers. Enter car completions in applicable systems based on information from quality. Provide required reports to local management. Manage disposition requests and creation of waybills, including updating shop scheduling to... more details
Union Tank Car Company
Come join a team where People make the difference! As a part of Marmon Holdings, Inc., a highly decentralized organization, we rely heavily on people with the aptitude, attitude, and entrepreneurial spirit to drive our success, and we're committed to attracting and retaining top talent.
POSITION SUMMARY:
The Office Manager is responsible for having ongoing communication with internal and external customers to ensure timely arrival, approval, disposition, and invoicing of completed cars—support plant leadership, as well as, supervision of Office Coordinators to ensure efficient shop operations.
JOB RESPONSIBILITIES
- Train and lead Office Coordinator to provide administrative support for plant operations teams.
- Maintain customer relationships and provide updated information as requested.
- Provides support to the Quality Department with auditing, submitting, and sending documentation to customers.
- Enter car completions in applicable systems based on information from quality.
- Provide required reports to local management
- Manage disposition requests and creation of waybills, including updating shop scheduling tool
- Enter and update scheduled release dates (SRD) and update daily car status in internal and external systems.
- Communicate indirectly with customer contact, if appropriate
- Upload Billing Repair Card (BRC) into customer websites.
- Release and invoice completed cars. Obtain and track approvals.
- Ensure car files are easily accessible and processed as required.
- Create credit memos, as necessary
- Track storage cars, daily rate for storage, and monthly storage invoices and provide to applicable customers.
- Ensure all job cards are processed to allocate direct and indirect hours to the appropriate car/activity. Ensure changes to work center are up to date. Act as backup to CSR as needed.
- Primary contact for internal and external customer service representative and sales
- Manage demurrage
- Manage Purchasing Card
- Be willing to assist on off shift as needed
- Prioritize invoicing
- Be responsive to customer communications
- Work responsibly and efficiently with limited supervision/direction
- Think outside the box
- Be willing to take on other tasks and support all areas of operation
- Multitask with good problem-solving skills and offer solutions to problems
SKILLS/QUALIFICATIONS/EXPERIENCE:
- High School Diploma required; College degree preferred
- Minimum of 2-4 years of related work experience in a lean manufacturing/repair environment
- Excellent written and verbal communication skills
- Detail-oriented with excellent organizational and time management skills
- Ability to supervise a small group of clerk(s) and coordinate to accomplish daily tasks
- Proficient with Microsoft Word, PowerPoint, and Excel
Please note the duties listed are not set forth to limit the assignment of work. They are not to be construed as a complete list of the many duties normally performed under a job title or those to be performed temporarily outside an employee's normal line of work. Duties and activities may change at any time with or without notice.
Following receipt of a conditional offer of employment, candidates will be required to complete additional job-related screening processes as permitted or required by applicable law.
We are an equal opportunity employer, and all applicants will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to careers@marmon.com, and please be sure to include the title and the location of the position for which you are applying.
