TTS Operations Office Administrator
Holland Company - Crete, IL

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JOB SUMMARY:

Provide administrative and operating support to the TTS Operations group. Candidate must be proficient in a fast paced challenging environment and handle all office support needs for the group.

ESSENTIAL FUNCTIONS:
  • Safety
    • Monitor and process DOT log reporting requirements.

    • Organize DOT testing requirements for the division.

    • Maintain records of railroad safety training (RWP, etc) compliance for field staff.

    • Maintain supply of required safety equipment & materials for field staff

  • Human Resources
    • Distribute and collect various HR related documents for employee benefit plans.

    • Assist in planning, organizing and preparing training materials for TTS training programs.

    • Interface with all support departments to ensure needs of division are being met and participate in inter-departmental projects.

    • Maintain TTS employee contact records with HR & TTS official contact lists.

  • Customer Service
    • Provide on-call support to Ops Managers, their field personnel and units.

    • Manage/store/archive all incoming/outgoing data, mail, daily production reporting and organize for prompt retrieval when required.

    • Handle all field test data submissions to office, record, archive and pass through to data analysis team.

    • Maintain various scorecards for division records.

    • Assign and close WO numbers to jobs in IFS / CRM systems.

    • Maintain customer schedules and communications when required

    • Take calls from customers and handle customer needs or route to the nearest source for customer satisfaction

    • Participate on “reception desk relief team” as required.

  • Equipment
    • Manage spare parts process (stock releases, shipping parts to units, receiving & warranties)

    • Manage Spare parts lists and assist in setting appropriate inventory levels to meet field needs

    • Assist in organizing maintenance programs with WO numbers and work planning

  • Quality
    • Facilitate the divisions ISO certification process & ongoing compliance requirements

    • Identify process problems, issue corrective actions & recommend changes for improved work methods, review and process NCR’s, OFI’s and CAR’s.

    • Maintains and updates divisional E-Manual and distributes on regular basis

    • Maintains records of customer satisfaction surveys

    • Maintains records of all calibration’s performed in division in IFS system

    • Participate in internal/external audits

  • Financial Management
    • Process divisional time and expense reporting for TS Ops Group

    • Monitor & maintain compliance of pro-card transactions and receipt management

    • Manage Com Data advances for crews

    • Participate develop and implement strategic plans & other departmental teams

    • Assist Dir of Ops and GM on critical projects & key reporting requirements.

PHYSICAL REQUIREMENTS:
  • Standing, walking, bending, sitting for extended periods of time in basic office functions

  • Ability to lift 25 lbs regularly for record keeping activities

  • Exposure to warehouse environment for organizing parts shipments

  • Vision must be sufficient for inputting data into a computer

  • Keyboarding skills that reduce risk of carpel tunnel / other office injuries

ENVIRONMENTAL CONDITIONS:
  • General office environment

  • PPE required for shop / warehouse or activities on a TS unit

  • Exposure to warehouse environment when organizing parts shipments

QUALIFICATIONS:
  • High School Diploma or equivalent

  • Strong Computer Skills. Proficient in MS Office applications

  • Proficient in IFS System, CRM & Lotus Notes knowledge is an asset

  • Ability to work in a fast paced environment

  • Strong interpersonal skills & ability to work with staff, customers, vendors and management team.

  • Organizational skills

  • Strong Problem Solving Skills and possess a positive attitude

  • Strong oral & written skills

  • Ability to work in a Team environment

  • Must pass mandatory drug screen and background check

Wage Type: Salary Non Exempt

Holland LP - 24 months ago - save job - copy to clipboard
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