What are the responsibilities and job description for the Scheduler and Documentation Specialist position at American Industrial Transport Inc?
Job Summary
The incumbent has the responsibility to coordinate between the scheduling managers, the maintenance specialists, logistics coordinators, and repair shops, providing timely and accurate car flow reporting to all stakeholders.
Job Duties
- Develop and maintain relationships with repair shops, keeping contact lists up to date and accurate.
- In coordination with the Scheduling Manager, Portfolio, and Commercial team, coordinate assignment or lease end repair shopping events. Secure production space at repair shops.
- In coordination with the Scheduling Manager, monitor and schedule bad order events reported by customers.
- Create shopping packets (documentation) containing the projects, periodic inspections assigned to each car entering the shop, Safety Data Sheets, cleaning certificates, and other documentation. Provide shopping packets to the repair shops.
- Coordinate with the Tank Engineering group to obtain documentation, such as drawings, project scopes of work, certificate of construction or other AAR documentation.
- Prepare updates to account rep and customer service, answering ad hoc questions as they arise.
Secondary / Ancillary responsibilities:
- On completion of a shopping event, assist maintenance specialists and tank engineers with the review of completed inspection forms, photographs, and other documentation.
- Assist with the proper naming and filing of documentation in appropriate network folders, in coordination with Maintenance Specialists and Tank Engineering.
- On an ad hoc basis, provide reports from the shopping system tailored to stakeholders’ requests.
Job Requirements
- Excellent written and verbal communication skills
- A high degree of accuracy and attention to detail
- General proficiency in utilizing MS Excel, Word, and PowerPoint. Demonstrate ability to create pivot tables and conditional formatting in Excel.
- Solid critical thinking and problem-solving skills
- Highly organized, ability to multi-task, prioritize, and manage time efficiently under strict deadlines
- Maintain high energy on an ongoing basis, must have high stamina, be results-driven, goal-oriented, and self-guided
Education & Experience
- Associate or Bachelor’s degree in Business, Logistics, or a relevant field required
- 3-5 years of related experience
- Rail industry or transportation experience is highly preferred but willing to consider relevant industry experience in place of education.
- Understanding of the Class I rail network is required.
- Customer service and or accounting experience is a plus.
