Rail Coordinator III

The Rail Maintenance Associate ensures data integrity within the Rail Transportation Management System (TMS) and actively supports off-lease car management, fuel surcharge updates, and regular reporting to key stakeholders across the organization. Run daily reports to track off-lease car departures from shop; request off-lease dates from lessors upon car release and coordinate with the Rail Fleet & Maintenance Analyst to update car status; ensure trips are closed with appropriate comments.

Job Title: Rail Coordinator III
Location: Houston, TX 77042 - 100% onsite
Duration: 12 months contract - Possibility of an FTE opportunity

Summary:
The Rail Maintenance Associate plays a key role in supporting rail fleet maintenance operations, serving as the primary point of contact between rail repair shops, lessors, and internal Rail Coordinators.
This position is responsible for managing the full lifecycle of rail car shop trips, including submitting shop requests, tracking repair estimates and invoices, managing diversion data, and maintaining accurate records of mandatory compliance test dates.
The Rail Maintenance Associate ensures data integrity within the Rail Transportation Management System (TMS) and actively supports off-lease car management, fuel surcharge updates, and regular reporting to key stakeholders across the organization.

Responsibilities may include:
Serve as data steward for repair estimates, ensuring accuracy and preventing duplicate entries within the TMS
Manually load estimate files (.txt or .dat) into the system and verify that correct data files are loaded when estimates are absent
Ensure shop information is accurate and up to date to support the approval and rejection of Billing Repair Cards (BRCs)
Act as liaison between rail repair shops and the internal Rail Maintenance team for all communications and follow-up on Estimate approvals
Submit daily shop requests through applicable platforms (MyGatx, LinkNet, etc.)
Send inbound notifications when bills cars to shop and manage Outbound (OB) disposition in system and between shops, lessors, and Rail Coordinators when cars are complete. Process shop diversions and coordinate to obtain Bills of Lading (BOLs) and diversion documentation
Support Annual Compliance Shop Program and update system as cars are sent to shop for cars due testing throughout the year and obtain Projected Outbound Dates (PODs) for assigned rail cars
Ensure mandatory test date updates received when shops request outbound (OB) disposition and input that data in the system. Activity ensures the master list of mandatory test dates are accurate in the system for tank tests, valve tests, stub sill, thickness, Rule 88.B2, service equipment, and linings.
Identify rail cars operating under OTMA, manage associated data within the system, and submit OTMA information to the leasing company at the time of shop request entry
Communicate invoices to appropriate parties and file accordingly
Manage trip diversion data, including origin changes, car status (cleaned), and comments authorized by the Rail Coordinator.
Communicate new route codes to relevant stakeholders for diversions and shop trips
Run daily reports to track off-lease car departures from shop; request off-lease dates from lessors upon car release and coordinate with the Rail Fleet & Maintenance Analyst to update car status; ensure trips are closed with appropriate comments
Balance time commitments, deliverables, and strategic versus tactical priorities across assigned rail maintenance functions

Basic/Required Qualifications:
Legally authorized to work in the job posting country
High school diploma or equivalent required; associate's degree in Supply Chain, Transportation, Business, or a related field preferred
2 or more years of experience in rail logistics, fleet management, or transportation operations
Working knowledge of Transportation Management Systems (TMS)
Proficiency in Microsoft Office (Excel, Word, Outlook)
Attention to detail and strong organizational skills
Ability to manage multiple tasks and shift priorities in a fast-paced environment
Ability to interact effectively with stakeholders across multiple functional areas, including rail repair shops, lessors, and internal logistics teams
Excellent oral and written communication skills, ensuring common understanding
Self-starter with the ability to identify and recommend process improvements for greater efficiency
Ability to adapt to varying and/or unexpected changing conditions with minimal direction
Demonstrate a high level of personal initiative and sense of urgency to get the job done, with the potential and desire to advance to a higher level of responsibility.

Preferred Qualifications:
Familiarity with rail maintenance platforms such as MyGatx or LinkNet
Experience with Rail transportation management systems
Experience with SAP or other ERP systems in a logistics or supply chain environment
2 or more years of direct experience in the oil and gas industry, particularly in bulk liquid transportation
Basic understanding of rail car equipment
Experience processing and managing repair estimates, Billing Repair Cards (BRCs), and OTMA compliance requirements
Knowledge of rail car mandatory inspection and testing requirements (tank test, valve test, stub sill, thickness, 88b2, service equipment, linings
Bachelor s degree in Supply Chain, Transportation, Business, or a related field preferred.

In-Take Notes:
Looking for early career candidates - willing to train. **Willing to train on systems if the candidate has general rail knowledge, general maintenance coordination experience, good general excel skills, detail oriented, and highly organized.
Also open to a recent Supply Chain graduate that they can train from the ground up rate should reflect a new graduate.
**This person will be the main point of contact for service vendors they will manage a group mailbox for requests, status updates, etc.
**Act as liaison between the shops completing the repairs, the internal tracking system, and the Rail group.
**Other job titles at competitors could be Rail Leasing, Rail Maintenance Analyst, Rail Coordinator (but look to see if they managed any of the maintenance and not just tracking the rail cars for product delivery).
I would also look at candidates that have Fleet Maintenance experience.