Rail Maintenance Coordinator

Role summary / purpose

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.

Key responsibilities

• 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 cars are billed 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
• 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

Requirements

• 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

Nice-to-have / preferred skills

• 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
• 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

Employment details

5 days onsite

Impellam Group and its brands are equal-opportunity employers committed to diversity and inclusion. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, pregnancy or maternity, national origin, age, disability, veteran status, or any other factor determined to be unlawful under applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application, interview process, pre-employment activity, and the performance of crucial job functions. If you require additional disability considerations, modifications, or adjustments please let us know by contacting HR-InfoImpellamNA@impellam.com or fill out this form to request accommodations.