Administrative Assistant, Railroad Solutions

JOB SUMMARY: The Administrative Assistant, Railroad Solutions is responsible for working directly with Railroad Solutions Coordinator, Maintenance planner, Shop Forman and Operations Manager across assigned locations. This role will administer the service call and capitalization process, billing for assigned clients, and scheduling equipment preventive maintenance to ensure it is running efficiently. With a primary focus on completing complex service calls, Capitalization and Purchase order process and entering data to complete billing for assigned clients. The Railroad Admin helps assist all members of the Railroad Team as needed to help with customer engagement and workflow.

SUCCESS AT WESTERN STATES: Western State's culture is based on passion for our Vision, Mission, and VALUES. We are fiercely committed to SAFETY and sending every employee, safely home, every day. We strive for EXCELLENCE in all we do and are proud to be a "play to win" organization. We act with INTEGRITY in each and every decision we make. Our People and TEAMWORK drive a fun and engaging culture. We are ACCOUNTABLE as individuals and as an organization.

The Administrative Assistant, Railroad Solutions is responsible for working directly with Railroad Solutions Coordinator, Maintenance planner, Shop Forman and Operations Manager across assigned locations. This role will administer the service call and capitalization process, billing for assigned clients, and scheduling equipment preventive maintenance to ensure it is running efficiently. With a primary focus on completing complex service calls, Capitalization and Purchase order process and entering data to complete billing for assigned clients. The Railroad Admin helps assist all members of the Railroad Team as needed to help with customer engagement and workflow.

ESSENTIAL FUNCTIONS:

Safety

• Actively cares, promotes, manages, and advocates safety at Western States. As a leader and team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.
• Maintains clean/clutter free personal work areas to ensure safe environments for all WSECO employees.
• Adhering to required personal protective equipment (PPE) as identified in safety policy.

Data Entry, Invoicing and Reporting

• Performs multiple functions in the timely process to assist the RRS Team as needed.
• Performs multiple functions in the timely process of assisting with new builds, transportation quotes, invoicing maintenance and damage charges to clients, answering phone calls as needed, assisting with inventory.
• Reviews CSAs and PM service calls for completeness.
• Completes complex entries for client's software system to receive payment for maintenance and damage.
• Reviews and accounts vendor invoicing for payment.
• Processes
• Generates daily/weekly reports to help assist the Rental Coordinator and Maintenance Planner.
• Provides backup for invoicing of damage and maintenance.
• Serves as a back-up for inbound customer phone calls.
• Adheres to all customer care standards.
• Actively cares and advocates safety at Western States. Adhere to all applicable safety policies, procedures and standards.
• May accomplish training and serve as a team member in support of Western States' strategic programs, projects, and initiatives.
• Works within and promote corporate vision, mission, and values of the organization.
• Performs other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES:

• Proficient in the use of Microsoft computer products or other comparable systems required.
• Ability to comprehend, capture and interpret customer and equipment information independently.
• Strong verbal communication and customer relationship skills that produce satisfied customers.
• Ability to manage complex details accurately and according to schedule
• Ability to develop and maintain effective working relationships with others.
• Consistent attendance.

EDUCATION AND EXPERIENCE:

• Proof of high school diploma or General Education Degree (GED).
• Minimum of two years comparable office experience required, heavy equipment industry experience in preferred.
• Valid Drivers License and acceptable driver
• Must be able to communicate (speak, read, comprehend, write in English).

PHYSICAL CHARACTERISTICS:

• Must be able to sit for long periods of time along with walking, standing, climbing stairs, reaching pushing, pulling, leaning and twisting.
• Must be able to meet all safety requirements for applicable safety policies.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. It is not intended be an exhaustive list of all responsibilities, duties, and skills required of employees in this classification.